Manage user accounts for Tekla products

Tekla Online organization administrators manage the access of the company's users to Tekla Online services and licenses.

One or more people in your company can be administrators. The first user is invited to your Tekla Online organization group by a Trimble representative and given administrator rights. That person can then add other users and administrators as necessary.

Administrators are responsible for:

Adding users to your Tekla Online organization. Membership in the organization allows employees to access your company's licenses and associated Tekla Online services.
Assigning online licenses to your users for the Tekla products, features, and services that your company has bought. Licenses grant users access when they sign in using their Trimble Identity.
Removing users from your Tekla Online organization when they leave your company. Users might be able to continue using your company's licenses and associated Tekla Online services until you remove their account from the organization.

The Tekla Online Admin Tool is the tool that you use to manage user accounts and licenses for Tekla products.

For more information about assigning online licenses and monitoring license use for existing user accounts, see Manage Tekla Structures online licenses.

In addition to administrators, your organization can also have users with contract manager rights. Administrators can view contract renewals, but only contract managers can process them. For more information about managing contract renewals, see Manage renewals in Tekla Online.

Adding users to your Tekla Online organization

You can add users as employees with full access to Tekla Online services or as external license users to give the users access to licenses in your organization without adding them to your organization.

Note:

A user can only be an employee in one Tekla Online organization at a time. If a user is already an employee in another organization, joining your organization removes the user from the other organization.

User action is required. Instruct your users on how they can create their accounts and join the organization using your preferred method.

There are several methods for adding the users:

You can invite users by adding their email addresses. The users must click a link in an invitation email to accept the invitation. Optionally, you can assign licenses to the users in the invitation so that they can start working immediately after accepting the invitation.
You can make a static link available to your users, who can use it to request employee membership in your Tekla Online organization. The users must make the request and you must approve the requests.
On their Tekla Online user profile page, users can search for and request to join organizations as employees. Users who have signed in can access the profile page by clicking their name at the top of any Tekla web page that allows users to sign in. The organizations that users can see are limited based on the domain name in their email address. Users are added to your organization when you approve the request.
If your users make requests to join from their user profile, you must approve the requests on the Requests and Invitations tab in the Tekla Online Admin Tool.

Invite users to your Tekla Online organization by adding their email addresses

You can invite users to your Tekla Online organization by adding their email addresses. The users receive an invitation email and must accept the invitation.

Sign in to the Tekla Online Admin Tool, then go to the Employees or External license users tab.
At the top of the table, click Invite users.
Add one or more email addresses.

You can copy and paste email addresses or import them from a CSV file. To enter several addresses, separate the addresses with a comma.

Example: user1@example.com,user2@example.com

It is not necessary for the users to have a Trimble Identity before you invite them. A new Trimble Identity is created for the user based on your invitation if necessary.
In the Role in organization section, select the role for all users included in this invitation.
- Employee: The users are employees who belong to the organization.
  A user can only be an employee in one Tekla Online organization at a time. If a user is already an employee in another organization, joining your organization removes the user from the other organization.
  If you want to give a user from a different organization access to licenses in your organization, add the user as an external license user instead.
  - Administrator: when selected, the users are allowed to manage users and licenses, and control access to the organization's shared models in Tekla Model Sharing using the Tekla Model Sharing Management Console.
  - Contract manager: when selected, the users are allowed to manage contract renewals.
- External license user: The users have access to licenses in the organization, but do not belong to the organization.
  A user can be an external license user in several Tekla Online organizations at the same time. Adding a user as an external license user does not change the user's employee or external license user status in any other organizations.
To assign licenses in advance, click Edit assigned licenses, then select the licenses.
- The license seats are reserved when you send the invitations, so that they cannot be accidentally assigned to other users.
- The license is assigned when the user accepts the invitation.
- The license reservation ends if the email address is not valid, the user rejects the invitation, an administrator in your company cancels the invitation before the user accepts it, or the invitation expires.
Click Invite.

Trimble's system sends an invitation email to the invited users. Each user must accept the invitation within one week. If the invitation expires, a new invitation must be sent.

The user can accept the invitation by clicking the link in the email or in their Tekla Online profile. If a new account is created for a user, the user must fill in the mandatory profile information.
In the Tekla Online Admin Tool, make sure that the invited users have joined your organization before the invitations expire.
When users accept the invitations:
- The user account appears on the user list.
- If you added the user as an employee, your company's access to additional content and services is extended to the user.
- If you assigned a role or licenses to the user in the invitation, the user can immediately use it. Reserved licenses change status to assigned. If the license has limited assignments, one assignment is deducted from the remaining count of assignments.
If you did not assign licenses in advance, assign the necessary licenses and roles after the user is added to the organization.

Invite users to your Tekla Online organization through a static link

You can use a static link to invite users to your Tekla Online organization. The link can be used by multiple people and it does not expire.

Using a static link to invite users to your Tekla Online organization has the following limitations:

Users who use the link can only request to join your organization. You must approve the requests in Tekla Online Admin Tool.
It is not possible to assign licenses or roles to users in advance.

Sign in to the Tekla Online Admin Tool, then go to the Employees or External license users tab.
Click the link in Copy a link to request invitation here.
Provide the link to your users.

For example, you can send the link in email or place it on your company's intranet.
On the Requests and Invitations tab in Tekla Online Admin Tool, approve the requests.
Assign the necessary licenses and roles after the user is added to the organization.

Resend an expired invitation

If the invited user does not accept the invitation within a week, the invitation link stops working. To be able to join the organization, the user must receive a new link.

Sign in to the Tekla Online Admin Tool and go to the Requests and invitations tab.
Invitation statuses are:
- New: the user has taken no action yet. The invitation is still valid.
- Rejected: the user rejected the invitation.
- Expired: the user did not accept the invitation within one week.
When the user accepts the invitation, it is removed from the list on the Requests and invitations tab.
Find the expired invitation for the user, then click Resend.

A new invitation email is sent to the user with a new link that is valid for one week.

Note: The user must click the new link. The previously expired link cannot be used.

Remove users from your Tekla Online organization

When users leave your company, remove them from your Tekla Online organization.

Users might be able to continue using your company's licenses and associated Tekla Online services until you remove their account from the organization.

Note:

To improve the confidentiality of your data, Tekla Model Sharing stores the Tekla Online organization of the user. Being removed from an organization or joining a new organization disables the access rights for Tekla Model Sharing that were granted to the user when they were in the organization.

Sign in to the Tekla Online Admin Tool and go to the Employees tab.
Click the user account that you want to remove.

Additional information and options are shown on the user's row.
To remove the user from your organization, click Remove from organization.

The user is removed from your organization's list, can no longer use your Tekla Online licenses, and is no longer covered by your organization's maintenance.

Add or remove Tekla Online administrator rights

Administrator rights allow a user to manage other users in the Tekla Online Admin Tool.

If you have not yet invited the users to your Tekla Online organization, invite the users to the Employees group. See Adding users to your Tekla Online organization.

In addition to administrators, your organization can also have contract managers. Contract managers can process pending contract renewals in the Tekla Online Admin Tool. See Manage renewals in Tekla Online. Administrators can view all past and pending renewals, but cannot process them.

Sign in to the Tekla Online Admin Tool and go to the Employees tab.
To add or remove administrator rights, select or deselect the Administrator checkbox on the user's row.