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User and Licence Management

Organisation Service Managers are responsible for managing users and allocating licences efficiently for their organisation. This guide provides clear instructions for adding, editing, and removing users, as well as managing licences.

Key Responsibilities​

As a Service Manager, you are responsible for:

  1. Licence Allocation: Assign licences to eligible users.
  2. User Management: Add, edit, or remove users as needed.
  3. Optimising Licences: Reallocate unused licences to maximise efficiency.
  4. Monitoring Activity: Track user engagement and licence usage.

Licences Overview​

  • Non-Licence Users: Organisation Service Managers and IT Admins do not consume licences.
  • Domain Restriction: Licences can only be assigned to users with email addresses matching your organisation's domain.
  • Licence Deletion: Removing a user permanently deletes their account, history, and generated files.

Adding Users​

Adding Users Individually​

  1. Navigate to User Management in your dashboard.
  2. Click Add User.
  3. Enter the following details:
    • Name
    • Email Address (must match your organisation's domain)
  4. Click Add User to complete.

Adding Users in Bulk (CSV)​

Preparing a CSV List for Bulk Upload​

To simplify bulk uploads, follow these steps:

  1. Open a spreadsheet tool (e.g., Microsoft Excel, Google Sheets).

  2. Create a table with the following columns:

    • Name
    • Email

    Example Table:

    NameEmail
    John Doejohn.doe@example.com
    Jane Smithjane.smith@example.com
    Sam Taylorsam.taylor@example.com

  3. Save the file:

    • In Excel or Google Sheets: File > Save As > Select CSV (Comma Delimited).

  4. Verify the format:

    • Open the file in a text editor. It should look like this:

      John Doe,john.doe@example.com
      Jane Smith,jane.smith@example.com
      Sam Taylor,sam.taylor@example.com

    💡 Note: Copying directly from Excel or Google Sheets into the bulk import text box does not automatically add commas. Open the CSV in a text editor and copy from there for proper formatting.

Uploading the CSV List​

  1. Navigate to User Management > Bulk Import.
  2. Copy the contents of your prepared CSV file from a text editor and paste them into the text box.
  3. Click Import Users.
    • Tip: Limit uploads to a maximum of 50 users per session for best results.

Editing Users​

  1. In User Management, locate the user you want to edit.
  2. Click Edit in the "Actions" column.
  3. Update the user’s details (e.g., name or email).
  4. Click Update User to save the changes.

Removing Users​

  1. Locate the user in the User Management list.
  2. Click Remove in the "Actions" column.
  3. Confirm the deletion.

⚠️ Caution: Removing a user permanently deletes their account, history, and all generated files. This action cannot be undone.

Monitoring and Managing Licences​

Licence Overview​

  • Total Licences: Licences purchased by your organisation.
  • Used Licences: Licences currently allocated.
  • Available Licences: Licences ready for assignment.

Best Practices for Licence Management​

  • Regularly monitor licence usage via the Licence Overview section.
  • Reallocate licences from inactive users to maximise efficiency.

Troubleshooting Bulk Add Issues​

Common Errors​

  1. Invalid Email Format:
    • Ensure all email addresses follow the correct format (e.g., user@example.com).
  2. Duplicate Entries:
    • Check for duplicate emails in the CSV file and remove them.
  3. Missing Fields:
    • Verify that every row has both Name and Email.

Resolving Errors​

  • Download the error log (if available) from the Bulk Add page.
  • Correct the issues in the CSV file.
  • Re-upload the corrected file.

Example Workflow​

  1. Prepare a user list in Excel or Google Sheets.
  2. Save the list as user_list.csv.
  3. Open the file in a text editor, copy its contents, and paste them into the Bulk Import tool.
  4. Monitor user activity and adjust licences as needed.

💡 Best Practices:

  • Regularly update your user list to reflect changes in staff.
  • Use activity reports to identify users who need additional support.
  • Upload users in batches (max 50 at a time) to avoid errors.

By following this guide, you’ll ensure efficient licence allocation and user management, helping your organisation maximise its use of ClassCraft AI.