Adding Users and Assigning them to Groups & Roles

Adding Users to the Organization 

Member roles

Groups

 

On multi-user plans (Cacoo Team, The Education plan) user management occurs on the Nulab Account.

 

To use the Team or Education plan, members need to be registered to access the organizational space.

Adding Users to the Organization 

To invite members to the organization, access your organizational workspace and click “Add members” in the sidebar on the left-hand side:

 

Please Note: Only the administrator of the organization will be able to see this button. If you’re a Member Plus user, you can invite users from the Nulab account page directly. If you need to add members but are not the administrator or a Member Plus user, please ask your administrator to follow these instructions.

This will open the Nulab account in a new window. You’ll see the option to dictate their member role. Select the member role, click “Next”, then enter the email addresses of every intended recipient. After entering the email addresses, click the button that says “Invite X Member” (Please note: X is a variable used to reflect the number of invited users).

 

 

Users you invite will appear in the list of members with a tag indicating that the invite will expire within 7 days.

 

This tag will be removed once the user has accepted the invitation.

 

Invited users will receive an email invitation that includes a button they can click on to register on Nulab Apps. When the invited user has finished registering, they will be added to the organization. As soon as the user joins the organization, they can start using the plan.

Member roles

Member roles determine what users can do in the organizational space. These roles are managed on the Nulab Account.

Administrators

On the Nulab account:

On Cacoo:

  • manage folders and diagram access and ownership, regardless of whether they are a member of the folder or owner of the diagram

Members

On the Nulab account:

  • can see the organization's members and which groups they belong to
  • can create and manage groups.

On Cacoo:

  • don’t have administrator privileges or guest restrictions
  • can share diagrams in the folders they belong to.

Guests

On the Nulab account:

  • can only see the other members of the groups they belong to
  • cannot see all of the organization members

On Cacoo:

  • can perform most of the operations that users can
  • cannot be set as a folder administrator
  • cannot create folders

 

Groups

Groups can be used to manage multiple members at once.

For information on how to create them on the Nulab account, please visit this article.

Groups can be used to invite or change the roles of multiple members at once instead of handling members separately. Since a group can be used for multiple folders, an organization member can be a member of all folders related to the group. Groups make sharing organizational diagrams easier.

When a user is added to the Folder both as an individual and as part of a group, the individual user role will be applied.  

When a user is not added as an individual but with multiple groups, the highest role will be applied.

 

Related articles:

Folder roles

Adding and managing Folder members

 

Information on Managing users on Cacoo versions before 6/27/18: https://support.cacoo.com/hc/en-us/articles/215405328-Organization