If you are working with the Enterprise Dashboard for the first time, this tutorial will provide you with an overview of these 5 main steps:
- How to create and manage a group for collaboration
- How to invite users on company level
- How to transfer existing users and projects to your new dashboard
- How to create a new project on your dashboard
- How to set up your team on project level
1. How to create a group
Before you can start with a project, you need to put together a team that will be working on the project with/for you. Therefore, you need to create a group in the Dashboard that will later be assigned to the project (every project must have a group assigned to it). Every group needs to have a Group Manager. He leads the group and can add/remove users from the group as he deems sensible.
This is how you create a group in the Dashboard:
- In the Dashboard go to Admin > Groups.
- Click the black Create Group button.
- Enter all necessary information, assign a Group Manager, and click Create.
- Build your group by adding members via the black Add Member button.
For a detailed tutorial on how to create groups in the HoloBuilder Dashboard, please refer to this article.
Create your Groups in advance to set up your full company structure to help simplify the work with your HoloBuider dashboard and projects among your teams and departments. Groups can be set up for the individual teams, departments, regions, or even by the clients, depending on how you want to structure your dashboard and project access.
For future projects, you can then use the user group you created and invite them as a whole. This way you save time and do not have to repeat the inviting process for each new project. Learn how to invite an existing user group to a project here.
2. How to invite your first users on company level
Note: If you have trouble inviting users to your dashboard, please check this tutorial to troubleshoot.
Whenever you create a new project you must assign it to a Group (related to a Group Manager) and a Project Manager. Therefore, it is recommended to invite these roles to the Enterprise Dashboard before creating the project itself. The roles of the users can always be adjusted also later on.
See below how to invite your first users to the Enterprise Dashboard:
- In the Dashboard, go to Admin > User Directory.
- Click the black Invite user button and add as many users as you need. They each have to get a company role assigned. Also, you need to enter the user's email address, with which they will be signing up to HoloBuilder.
- Click Invite to send out your HoloBuilder invites. The users will receive the invitations via the email that you entered before.
For a detailed tutorial on how to add new users, please refer to this separate Help Center Article. You can also use the Bulk Invite option to invite many new users at once. This article gives a detailed overview of how to do so.
To have a good initial setup of your dashboard, it is recommended to know your dashboard structure and invite all users beforehand. It is not a requirement as you can always also invite more users on the fly. The essential roles that need to be covered for creating a new project are the Group Managers (to manage the created Groups). The project managers could also be invited while creating the new project and will automatically be added to the Group then. However, we recommend inviting at least one of each in the beginning for a good overview and help with the overall dashboard setup:
- The Project Manager is responsible for the entire project and its users. They have full view & edit permissions for the projects they are assigned to.
- The Group Manager is assigned to a certain group of users and projects. A group is created independently from a project but can be assigned to one or several projects. In the section above "How to create groups", you can find out more about groups in general.
Find out more about user roles and their permissions in HoloBuiler here.
3. How to transfer existing users and projects
If you have co-workers that already have a HoloBuilder account, be it active or inactive, we will add these users to your company during the company set up if requested. Simply provide us with a list of the co-workers with an existing HoloBuilder account as well as the desired role each should have as well as the Group they should be assigned to and we will add these users to your company for you. For each user that should be transferred, please also add the connected HoloBuilder projects with the assigned Group and Project Manager.
When transferring a co-worker's account to your Enterprise Account, you can decide which projects should be transferred to the Enterprise Dashboard and which will stay can be deleted from the co-worker’s account.
Please note, that all users transferred to your dashboard with a dashboard role will not have a subscription of their own anymore once added to the Enterprise Dashboard. This means, that all projects of this co-worker account not transferred to your Enterprise Dashboard will need to be deleted.
When signing the contract check with your co-workers if there are any projects already created in a separate trial account. Put together a list and the requirements for adding these co-workers and possible related projects.
Any other co-workers that did not sign up for a trial themselves, can be easily added to your dashboard by yourself as described above. If you get an error message when adding an email address, please reach out to firstname.lastname@example.org.
4. How to create a new project
When creating a new project, you will need to always assign this to a Group and a Project Manager within that Group. Of course, you can always edit the project later on and change the assigned Group or Project Manager.
Once you have created a Group and added all Group and Project Manager to be included, you can start creating a new project with your Enterprise Admin account.
In short, creating a project can be done in three simple steps:
- Select the tab Active tab below Projects in the panel on the left
- Click on Create Project (button in the upper right corner)
- Fill out the form & click Create Project
For a more detailed walkthrough on how to create HoloBuilder projects in the Dashboard, we composed this separate article.
Always make sure to have at least the Group structure set up before creating a project. The related Project Manager can also be invited during the project creation process by just typing in the email address. This user will then be added to the related Group.
In addition to the Group, you should also check the dashboard settings, e.g. the Company-wide Category Templates to have everything available to be assigned and configured for your project creation. These templates can be assigned in the "Advanced" section.
5. How to assign user roles on project level
You already assigned roles on a company level to users, like the Project Manager or the Group Manager. Now, give other co-workers permission to work with you on your project to really start collaborating.
The project roles give a user permissions only in regard to the project they are assigned to. These roles give no access or edit permissions for other projects in the Dashboard.
Add users and assign roles on project level:
- Select the tab Projects > Active in the panel on the left.
- Click the project to open the project overview.
- Click on the Team tab.
- Select Add Member.
- Select the corresponding role for the project and enter all users that should be assigned to this project role. Click on the text bar to open a drop-down with all available users to select from or start typing the user’s name or email address.
- Click Add.
- Repeat this process for all users that should become part of the team and gain access to the project for the respective roles.
For each user that you invite to this project, you must specify whether that user is a Project Admin, Project Viewer, or Project Editor. You can change the role again anytime.
Please find a detailed overview of all roles and their permissions in this separate article.
The easiest way to invite the full team is by creating and copying a list with the email addresses. Add the list of email addresses and set the role to Project Viewer to invite the full team as Project Viewers first (lowest access level).
Once they have been added, you can easily look up the team members that should get the Project Editor or Project Admin role for more access. Usually, the majority of the users on a project should be kept as a Project Viewer. Only selected team members should really get edit access.