Managing Colleagues
Kinabase was designed to facilitate collaboration and sharing across your organisation, but keeping track of all of your colleagues, licenses, and critical information for each can quickly get out of hand - the Colleagues collection and User Settings page help with this pressure.
The Colleagues collection lets you invite new users, view active licenses, and store information and important documents for each of your colleagues.
The User Settings page also lets you invite new users, but additionally allows you to manage existing licences, to grant or remove admin status, or deactivate licenses that are no longer required.
Adding Users from the Colleagues Collection or User Settings Page
To add a new colleague to your organisation, click the blue Invite button that sits at the top of both the Colleague collection or User Settings page. You will then be greated by the pictured window, from here, fill in admin details and the roles for that colleague (see more).
Once you're happy with the information you've entered, select Ok and your colleague will receive an email within a few minutes with a link to get started with Kinabase. After they've registered, they will appear in both the User Settings page and the Colleagues collection.
Learn how to enable users to sign in with their Microsoft 365 accounts here: Syncing Users.
The Colleagues Collection
The Colleagues collection is created by default when you first join Kinabase, and is fully configurable to store only the information that's relevant to you and your organisation. You can find the Colleagues collection at the very top of the Navigation Pane to the left of your screen.
Adding More Information to the Colleagues Collection
You may find that you want to store more detailed information against the members of your organisation. This can be done quickly and without needing to create a new collection. Simply:
- Navigate to the "Colleagues" Collection
- Select the (…) Menu, then select Configure
- Under the Fields tab you now have access to add, modify, or remove fields from you colleagues. Adding fields here works in much the same way as adding fields to any other collection
The User Settings Page
The User Settings page shows all active users in your organisation, and provides a space where you can invite, manage permissions, change admin settings, and deactivate users and licenses that you no longer need.
To find the Users Page:
- Select Settings from the bottom left of the screen.
- Select Users from the navigation pane.
Deactivating a Colleague or Changing Admin Access
If you wish to deactivate a user, whether they no longer work at your organisation or no longer need Kinabase access, you can do this by navigating to the User Settings pane (see above). Here you can right click any user and deactivate their licence from the dropdown menu.
This will prevent the user from being able to log in, and will cease them counting towards billing for the next billing cycle.
From this menu you can also change the admin status of each user. What each Admin level means is described below.
Adding and Removing System Admins
System Admins have the authority to carry out certain restricted functions in Kinabase, learn more in the first section of the roles article.
In order to make a User an Admin, you will need to grant them specific permissions.
- Right click the user you want to make an admin.
- From the pop-up menu select "Make [user's name] a system admin"
- Click on Change Role.
- The permission change will take effect immediately.
Adding and Removing Billing Admins
Billing Admin are the same as regular users, aside from the ability to adjust Billing settings for the organisation.
To set a user as a Billing Admin:
- Follow the steps above but select "Make [name] a billing admin".
- Click on Change Role.
- The permission change will take effect immediately.
Reverting an Admin to a Normal User
If you made a mistake or you want to remove admin rights from the user then follow the steps above but select "Make [name] a regular user".