Invite people, set roles and manage licenses

By the end of this workflow everyone who needs Ganttry has an account with the right role in the right places, and your company has the licenses to cover them.

Who does this#

A company Admin, or partner staff for the companies their partner looks after. Partner staff add licenses from the partner dashboard rather than with step 12 (see Look after your clients' companies). See Who can see and do what.

Before you start#

• Know each person's email and what they will do: plan (Editor), run the company (Admin), or report from the field (Field).
• If you use groups, create them first (see Set up your company).
• Every active account uses a license, and so does an invitation still waiting. Check you have room under Billing & licenses.

Steps#

Invite someone#

1. 1
   Open Users & access. Choose Company in the sidebar (see the Company page), then Users & access.
2. 2
   Fill in the form under the Users list. Type the Name and Email. Leave Password blank so Ganttry makes an invitation link instead. Pick the Role: Editor, Admin or Field.
3. 3
   Choose where they belong. Under Member of, the company is ticked; tick groups as well, or instead. At least one must be ticked.
4. 4
   Send the link. Press Add user. The Invite link dialog shows the link: press Copy and send it by text, chat or email. It works once, for 7 days. When Ganttry can send email, the invitation also goes out by email and the dialog says so.

5. 5
   Follow up. Until they set a password, their row carries an invited badge. Re-invite makes a fresh link, and Remove cancels the invitation. Your account shows what they see when they open the link.

Change roles and grant master planning#

6. 6
   Roles per place. The Memberships card lists each person against the company and each group. Pick Editor, Admin, Field or No membership in a cell; it saves at once. Company access doesn't include the company's groups.
7. 7
   Master planning. In the Master planning card, tick a person to let them publish the plan to crews, restore an earlier version of a Live project, open the master plan and People, and manage saved crews. It takes effect at once. Company Admins already have it and show ticked, by role. A group Admin is ticked like anyone else; Field-only accounts can't have it. See Publish the plan crews see.

Help with passwords, names and emails#

8. 8
   Forgotten password. On the person's row, Reset link… makes a link that works for one hour, for you to send; Set new password… sets one directly and signs them out everywhere.
9. 9
   Wrong name or email. Edit… corrects either at once, with no confirmation step. The old address gets a notice. For someone still invited, a new email cancels the link already sent, so use Re-invite afterwards. People change their own name and email from Profile; see Your account.

Disable or remove someone#

10. 10
    Disable. Disable account asks first, then signs them out everywhere; they can't sign in until you press Enable account. Their license is free at once.
11. 11
    Remove. Remove takes away their access to this company and its groups; their projects stay. If this company was all they had, their account is deleted.

Buy and manage licenses#

12. 12
    Open Billing & licenses. The License card shows how many licenses are in use out of how many, and the billing status. Buy licenses… starts your first purchase, choosing the number and a monthly or yearly plan, and Continue to Stripe finishes payment on Stripe's secure page. Once you have a subscription, Manage billing… opens Stripe's billing page to change the number of licenses or the card, or to cancel. Changes there come back to Ganttry by themselves.

Good to know#

• At the limit. When every license is in use, adding, inviting or re-enabling someone is refused with a message that says so. Disabling or removing someone frees a license straight away.
• If a payment is missed, everyone keeps working; after 14 days of grace only adding people is blocked until it is paid.
• Partner companies. If a partner manages your licenses, the License card says so and names them; ask them for more.
• Some rows have fewer buttons. For someone who also has access outside your company, such as partner staff, only Remove shows; the rest is for the Ganttry instance admin.
• Training accounts. Class accounts made for a training course are listed apart, under a collapsed list of generic students (see Run a training course).
• Cancelling your subscription and what happens to the company's data afterwards is explained in Licenses and billing.