Multi-user support and management in Beefree

Overview

As a Beefree account owner or an admin, you can use the Manage Users page to:

• Invite a new user to join your Beefree account
• Manage the roles and permissions of your additional users*
• Revoke access to users who no longer are working with you
• Re-send account invitations
• Manage workspace access**
  

*Team and Enterprise accounts only
**Enterprise accounts only

If you are the account owner of a Team account, you can also purchase additional members on this page.

To use the Manage Users page, you’ll need to understand the nomenclature used in the dashboard. 

First, it's important to note that there are two types of users available in Beefree:

• Members are users who are working directly inside of Beefree. These types of users typically have editing permissions. If you're using a paid plan, you can assign user roles to your members. Enterprise subscribers can also apply advanced permissions to any members.
• Viewers are collaborative users or people who assist in the approval process. They do not have any editing permissions. They are only available on Team and Enterprise plans.

If any information applies to a specific type of user, we'll refer to them as either a member or viewer. When referring to both types, we simply call them users.

If you are using a Free account, you will only see members on your Manage users page. 

If you're using a paid plan, you will see that we've differentiated members and viewers at the top of the page. This is due to the differences in billing for each type of user. As a result, you'll see a separate overview section for your members and viewers.

• Available members/viewers are open workspaces that can be assigned to a new member or viewer.
• Assigned members/viewers are the current users that have access to the account. You will always see at least 1 member (yourself) assigned in any given Beefree account.
• Total members/viewers are the cumulative totals of available and assigned users. For members, this reflects the number of users that you are being billed for in your subscription. For viewers, this reflects the number of viewers available for your plan.

Purchasing a new member

To invite a new member to your account, you need to have at least 1 member available in your Beefree account. If you currently have none available, you’ll need to start by purchasing a new member.

Click Expand your team in the upper right-hand corner.

This will open a modal where you can select how many members you would like to add. You can also see a comparison between your current subscription rate and the new one. Finally, you’ll also see the amount that you would need to pay today to proceed.

Select the number of members that you want to add and then use the Purchase button when you’re ready to proceed. If successful, you will receive a confirmation message. This confirmation also prompts you to invite your new member(s).

Click the Assign member button, and you’ll be immediately directed to a page where you can invite a new member. If you’re not ready to invite your new member, you can use the Cancel button to do this later. 

To purchase more users for your Enterprise account, please contact your account manager.

Assigning & Inviting users

Here we will look at how you can invite new users. If you're using Team or Enterprise, continue reading. If you're using Free, you can jump directly to the appropriate section.

Team and Enterprise

Members

Assigning members starts with the invitation. If you’re following along, you may have selected the Assign member button already. This redirects you to the following page:

Fill out this form to send an invitation to your new member. If there are any issues with the information, you will not be able to interact with the Invite button.

If you have more than 1 available member in your account, you can use the Invite & assign next button. This allows you to immediately send a second invitation. If you only have a single available member in your account, you’ll only see the Invite button.

Note that you do not need to invite your new user immediately. You can initiate an invitation at any time from the Manage users page. Click anywhere within the box pictured below in order to be directed to the invitation form.

Viewers

Assigning a viewer is similar to the process of inviting a member. Use the Invite a viewer button to get started. This redirects you to the following page:

Fill out this form to send an invitation to your new viewer. You cannot change the role associated with a viewer. Their role is identical to their user type. Otherwise, this form is identical to the member invitation.

Free

If you're using a Free account, your Manage users page looks a little different. However, you still have the option to invite new users!

Use the Invite a member button to get started. This redirects you to the following page:

Provide the user's name and email address, then click Invite. They'll receive an email invitation.

Additional users in a Free account cannot be assigned user roles. By default, they are always added to the account as an admin. This means they will have access to everything except the My subscription page. Check out our user roles documentation for more information on what this means. 

Managing Invitations

Did your new user not receive their account invitation? Not to worry! You can re-send the invitation with the click of a button for any pending invitations.

Re-send Invitation

You can identify outstanding user invitations in your account by the “Last login date”. Users that have not accepted the invitation will not show any login history. A yellow warning icon also populates to let you know that they have never accessed the account.

Cancel Invitation

To cancel an outstanding user invitation, use the red icon on the far right side of the user infobox.

Upon clicking this icon, a warning message will appear asking you to confirm this action.

If you click Ok on this window, the invitation URL sent to the email address becomes invalid. The Manage users page will then reload. Now there is another section reflecting an available user. You can use this to send another invitation to someone else.

Access & permissions

The options for your additional users will change after they accept the invitation. Upon selecting the user, you’ll be redirected to the same form that you used to invite them. You will no longer be able to update the name or email address. The user has access to this through the My profile page. However, you can use this page to make updates to which workspaces the user has access to. For assigned members, you will also have the option to change their roles. Enterprise subscribers can use this space to apply or remove advanced permissions. 

If you are the account owner, you'll also have the option to upgrade your viewers to members. For more information on how this works, please see Working with viewers in Beefree.

Revoking a User’s Access

If you need to remove an additional user from your account, you can do so at any time. Use the red icon that populates when you hover over the user details.

Upon clicking on this icon, a warning message will appear asking you to confirm the action.

If you click the Revoke access button, the Manage users page will reload.

In Team or Enterprise account, this creates space for a new available user. It will also reduce the number of assigned users listed in your dashboard. You can use the available user to invite someone new immediately.

In Free accounts, this removes the member from the Manage users page entirely. You can use the Invite a member button if you're looking to invite someone new. 

Removing Available Members

Note that this section only applies to the owners of Team accounts, since it impacts billing. If you're using Enterprise, please contact your account manager.

If you are looking to reduce the number of available members in your account, use the Remove member icon. Use your mouse to hover over the available team member slot to see this option. The icon looks like a trash can. This icon will only show for available members. As a result, you may need to revoke a member's access to see this option.

Clicking this icon opens a modal where you can preview the billing changes.

If you click this icon when there are multiple available members, you have the option to remove them all. The modal will let you know the maximum number of members that you can remove. The billing preview will update if you choose to remove multiple available members.

To complete the removal of your available member(s), click the Confirm new pricing button. 

A remove icon will never be available for the following types of users:

• The owner
• Additional members included in the base cost of your subscription type
• Viewers

Billing

Free plan

The Free plan is completely free of cost. As a result, your additional users will be free as well.

Team Plan 

The Team plan starts at $30 a month ($300 if billed annually). This includes two total members. As a result, you will have one available member upon purchasing the Team plan. This plan also includes up to four viewers.

You can purchase additional members by using the Expand your team button. Each additional member will cost $15 when billed monthly, or $150 if billed annually.

Enterprise Plan 

The Enterprise plan does not have a set price. This plan allows you to customize your Beefree plan according to your own needs. Typically, Enterprise customers pre-pay for the number of users they need. As a result, you will need to contact your account manager in order to purchase more users. 

Other important details 

Paid Plans

• You will be charged a prorated amount for new members based on where you are in your current billing period.
• Removed members will remain available until the end of the current billing cycle. This leaves the available member in a state of "pending cancellation". 
• If an available member is in a "pending cancellation" state, you can still use it to invite a new member. Active members in this state will have their access revoked at the end of the billing period. 

Free plans

• If you are interested in upgrading, your additional users may incur additional costs. You'll have the option to review potential charges before you upgrade.