Manage users for Tekla products

When your company purchases a subscription or license for a Tekla product, a Trimble representative invites the first user as the named contact for the company. The named contact has administrator rights, and can add other users and administrators to the company's account.

You can invite users as employees or members, and assign roles to the invited users. Employees are members of your company’s account who have full access to licenses and online services. Members only have access to your company’s licenses.

Note:

A user can only have the employee role in one account at a time. If a user already has the employee role in another account, joining your account as an employee removes the employee role from the user in the other account.

After you add users to your company's account, user action is required. Instruct your users on how they can create their Trimble Identity and join the account.

There are several ways to add users to your company's account:

You can invite users by adding their email addresses. The users must click a link in an invitation email to accept the invitation.

To invite users as employees, you must select the employee role for the users when you invite them.

Optionally, you can assign licenses to the users in the invitation so that they can start working immediately after accepting the invitation.
You can give a static link to your users, who can use it to request to join your company's account as employees. The users must make the request and you must approve the requests in the Tekla Online Admin Tool.
On their Online Profile page, users can search for their company's account and request to join it as employees.

Users who have signed in can access their profile page by clicking their name at the top of any Tekla online service webpage. The company accounts that users can see are limited based on the domain name in their email address. Users are added to your account when you approve the request.

If your users make requests to join your company's account from their user profile, you must approve the requests in the Tekla Online Admin Tool.

Invite users to your company's account by adding their email addresses

You can invite users to your company's account by adding their email addresses. The users receive an invitation email and must accept the invitation.

Sign in to the Tekla Online Admin Tool.
Go to the Users page
Above the users 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. Users are prompted to create a Trimble Identity if they do not already have one.
Select whether to invite the users as employees or members.
- To invite the users as employees, ensure that the Invite as employee checkbox is selected.
  Employees have full access to your company's licenses and online services for Tekla products.
  A user can only have the employee role in one account at a time. If a user already has the employee role in another account, joining your account as an employee removes the employee role from the user in the other account.
  If you want to give a user from a different account access to licenses in your account, add the user as a member instead.
- To invite the user as a member, clear the Invite as employee checkbox.
  Members only have access to your company's licenses.
  A user can be a member in several accounts at the same time. Adding a user as a member does not change the user's employee status in any other accounts.
If you want to give additional rights to the users included in this invitation, select one or more of these roles:
- Administrator: The users are allowed to manage users and licenses in the Tekla Online Admin Tool, and manage the account's shared models using the Management Console for Tekla Model Sharing.
- Project Settings Creator: The users are allowed to manage project settings, environments, and other project files in the Project Settings Management Console.
- Tekla Model Sharing Admin: The users are allowed to manage the account's shared models using the Management Console for Tekla Model Sharing.
- Tekla Warehouse Content Editor: The users are allowed to create and edit the account's content in Tekla Warehouse.
  For more information, see About the Tekla Warehouse Content Editor role.
You can assign these roles to employees and members in your company's account.
If you want to assign licenses in advance, click Edit assigned licenses, then select the licenses.
- Some licenses might be selected for all users by default. Deselect the checkboxes for any licenses that you do not want to assign to the users.
- The license seats are reserved when you send the invitations so that they cannot be unintentionally assigned to other users.
  
  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.
  - The invitation expires.
- The license is assigned when the user accepts the invitation.
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 Online Profile page. If a new Trimble Identity is created for a user, the user must fill in the mandatory profile information.
In the Tekla Online Admin Tool, ensure that the invited users have joined your account before the invitations expire.
When users accept the invitations:
- The user appears in the user list.
- The user gets access to your company's additional content and services if you added the user as an employee.
- The user can immediately use any licenses or roles that you assigned in the invitation. The status of reserved licenses changes 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 your company's account.

Invite users to your company's account through a static link

You can use a static link to invite users to your company's account. Any number of people can use the link, and it does not expire.

Using a static link to invite users to your company's account has the following limitations:

Users who use the link can only request to join your company's account. You must approve the requests in Tekla Online Admin Tool.
By default, the link is a request to join the account as an employee. Users who use the link can optionally request to join as a member instead.
You cannot use a static link to assign licenses or roles to users in advance.

Sign in to the Tekla Online Admin Tool.
Go to the Users page.
Above the users table, click the Copy a link to request invitation here link.
Give the link to your users.

For example, you can send the link in email or publish it on your company's intranet.
On the Requests and invitations page in Tekla Online Admin Tool, approve the requests.
Assign the necessary licenses and roles after the users are added to your company's account.

Resend an expired invitation

If the invited user does not accept the invitation within a week, the invitation expires. To be able to join the company's account, the user must receive a new invitation.

Sign in to the Tekla Online Admin Tool.
Go to the Requests and invitations page.
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 table on the Requests and invitations page. To show all recent requests, select Show all requests from the last 90 days.
On the row for the expired invitation, click the three dots, then select 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 in the new invitation email to accept the invitation. The user cannot use the expired link.

Give the employee role to members

If employees of your company joined your account as members, invite them again as employees to give them the employee role.

Sign in to the Tekla Online Admin Tool.
Go to the Users page
Above the users table, click Invite users.
Add the email addresses of the employees that you want to give the employee role to.

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
Ensure that the Invite as employee checkbox is selected.
Click Invite.

Trimble's system sends an invitation to join the account as employees 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 Online Profile page.
In the Tekla Online Admin Tool, ensure that the invited users have joined your account as employees before the invitations expire.

Filter and sort the users table

You can filter the users table by name or email address, by role, by office location, and by whether the user is an employee. You can also sort the table by any column heading.


	Description
1	To filter by name or email address, type part of the name or email address.
2	To filter by role, select the role from the list. For example, when you select Administrator, only users who have administrator rights are shown.
3	To filter by office location, select the office location tag from the list. For more information about office location tags, see the headings Create, edit, or delete office location tags, Add office location tags to users, and Remove office location tags from users on this page.
4	To show only employees, select the checkbox.
5	To sort by a column heading, click the column heading. By default, columns are sorted in ascending order. To reverse the sorting order, click the arrow.

Remove an employee from your company's account

When employees leave your company, remove them from your company's account or remove the employee role from the users.

Sign in to the Tekla Online Admin Tool.
Go to the Users page.

Tip: To find users who have not been active recently, sort the users table by the Last active column in descending order.
In the users table, select the checkboxes for one or more users who have the employee role.

Additional information and options for the user are shown in the right pane.
In the right pane, click Remove from account.
Select whether to remove the users only from the employee role or remove the user from your account.
- Remove from employee role only: The users are removed from the employee role, but are still members of the account. The users still have access to licenses and other roles in the account.
- Remove employee role and account membership: The users are removed as members of the account. The users are removed from your account's user list, and lose access to all licenses and roles in your company's account.
Click Yes to remove the users.

Remove a member from your company's account

When a user outside of your company no longer needs access to your company's Tekla licenses, remove the member from your company's account.

Users might be able to continue using your company's Tekla licenses until you remove them from your company's account.

Sign in to the Tekla Online Admin Tool.
Go to the Users page.
In the users table, select the checkboxes for one or more users who do not have the employee role.

Additional information and options for the user are shown in the right pane.
In the right pane, click Remove from account.
Click Yes to remove the users.

The users are removed as members of the account. The users are removed from your account's user list, and lose access to all licenses and roles in your company's account.

Add or remove administrator rights

Administrator rights allow a user to manage other users and licenses in the Tekla Online Admin Tool. You can give this role to both employees and members in your company's account.

Any number of users in your company's account can be administrators. You can give administrator rights to both employees and members in your company's account. If a user is an employee in one company's account and a member in other accounts, the same user can be an administrator in more than one account.

You can add or remove administrator rights for several existing users in your account at the same time. If the users do not yet belong to your company's account, you must invite the users before you can add administrator rights for the users.

Sign in to the Tekla Online Admin Tool.
Go to the Users page.
In the users table, select the checkboxes for one or more users.

Additional information and options for the users are shown in the right pane.
In the right pane, add or remove administrator rights in one of these ways:
- For one user, select or deselect the Administrator checkbox.
- For several users, click Administrator, then select Assign to selected users or Remove from selected users.

Add or remove Project Settings Creator rights

Users who have the Project Settings Creator role can manage project settings, environments, and other project files in the Project Settings Management Console. You can give this role to both employees and members in your company's account.

You can add or remove Project Settings Creator rights for several existing users at the same time. If the users do not yet belong to your company's account, you must invite the users before you can add Project Settings Creator rights for the users.

Sign in to the Tekla Online Admin Tool.
Go to the Users page.
In the users table, select the checkboxes for one or more users.

Additional information and options for the users are shown in the right pane.
In the right pane, add or remove Project Settings Creator rights in one of these ways:
- For one user, select or deselect the Project Settings Creator checkbox.
- For several users, click Project Settings Creator, then select Assign to selected users or Remove from selected users.

Add or remove Tekla Model Sharing Admin rights

Users who have the Tekla Model Sharing Admin role can manage shared models that belong to your company's account using the Management Console for Tekla Model Sharing. You can give this role to both employees and members in your company's account.

For example, to allow users from another account to manage your shared models, you can add the users as members and assign this role to them.

You can add or remove Tekla Model Sharing Admin rights for several existing users at the same time. If the users do not yet belong to your company's account, you must invite the users before you can add Tekla Model Sharing Admin rights for the users.

Sign in to the Tekla Online Admin Tool.
Go to the Users page.
In the users table, select the checkboxes for one or more users.

Additional information and options for the users are shown in the right pane.
In the right pane, add or remove Tekla Model Sharing Admin rights in one of these ways:
- For one user, select or deselect the Tekla Model Sharing Admin checkbox.
- For several users, click Tekla Model Sharing Admin, then select Assign to selected users or Remove from selected users.

Add or remove Tekla Warehouse Content Editor rights

Users who have the Tekla Warehouse Content Editor role can create and edit Tekla Warehouse content that belongs to your company's account. You can give this role to both employees and members in your company's account.

For more information, see About the Tekla Warehouse Content Editor role.

You can add or remove Tekla Warehouse Content Editor rights for several existing users at the same time. If the users do not yet belong to your company's account, you must invite the users before you can add Tekla Warehouse Content Editor rights for the users.

Sign in to the Tekla Online Admin Tool.
Go to the Users page.
In the users table, select the checkboxes for one or more users.

Additional information and options for the users are shown in the right pane.
In the right pane, add or remove Tekla Warehouse Content Editor rights in one of these ways:
- For one user, select or deselect the Tekla Warehouse Content Editor checkbox.
- For several users, click Tekla Warehouse Content Editor, then select Assign to selected users or Remove from selected users.

Create, edit, or delete office location tags

Office locations are tags that you can assign to users to group them by the location where they work. You can use office location tags to filter the users table on the Users page.

When you export information about users or statistics about license usage, the exported files also include the office location tags that are assigned to each user.

Sign in to the Tekla Online Admin Tool.
Go to the Users page.
In the users table, select the checkboxes for one or more users.

Additional information and options for the users are shown in the right pane.
In the Office location settings in the right pane, click the Edit office locations icon.
The Edit office locations dialog opens.

Create, edit, or delete office location tags.


To	Do this
Create a new office location tag	In the Add office location box, enter the name of the office location. Click Add.
Change the name an office location tag	Click the Edit icon next to the office location that you want to edit. Enter the new name of the office location in the Office location name box. Click Update. The name of the office location is automatically updated for all users who have the office location tag assigned to them.
Delete an office location tag	Click the Delete icon next to the office location that you want to delete. The office location is permanently deleted and automatically removed from all users who have the office location tag assigned to them.

To close the dialog, click Close.

If you created new office location tags, continue by adding the office location tags to users.

Add office location tags to users

Sign in to the Tekla Online Admin Tool.
Go to the Users page.
In the users table, select the checkboxes for one or more users.

Additional information and options for the users are shown in the right pane.
In the Office location settings in the right pane, select an office location from the list.

If you selected several users, the list only shows office locations that are not assigned to any of the selected users.

The office location tag is added to the selected users. You can add one office location tag at time to users. To add another office location tag, select another office location from the list.

Remove office location tags from users

Sign in to the Tekla Online Admin Tool.
Go to the Users page.
In the users table, select the checkboxes for one or more users.

Additional information and options for the users are shown in the right pane.
In the Office location settings in the right pane, remove the office location tag in one of these ways:
- For one user, click the X next to the office location that you want to remove.
- For several users, click the three dots next to the office location that you want to remove, then select Remove from selected users.

Export information about users

You can export information about the users in your account as a semicolon-separated value file. Exporting the data allows you to import it into another application, such as Microsoft Excel, to view and process it outside of the Tekla Online Admin Tool.

If you have assigned office location tags to users, the exported file includes the office location tags that are assigned to each user.

Sign in to the Tekla Online Admin Tool.
Go to the Users page.
To include only some users in the export, filter the users table.

For more information, see the heading Filter and sort the users table on this page.
Above the users table, click Export.

The data is exported to a file in the default download folder for your web browser.