System overview

Holders of the Teams and Educational licenses can access a license administration system, designed for seat management.

The administration system allows the eligible users to:

• Invite, remove, and manage users in your team
• Assign administrative roles to the users in your team
• Manage, assign, and upgrade license seats

In this guide, we’ll walk you through the system's features and show you how to use it.

Accessing the system

After acquiring the Teams or Educational license, a new “Administration” section will become available in your Cascadeur account.

You can access it through the dedicated “Administration” link on the main page:
 

And also access it through the link in your Cascadeur account’s profile, on the left side of the screen:
 

After entering the “Administration” section for the first time, you’ll be prompted to set up a name for your Team - a group of users the license owner’s Cascadeur account can distribute their purchased license seats to.

The Team name must be set up before you can access the rest of the seat management system. It can also be changed later in the Subscriptions & Billings section of your admin account.

Administration System Overview

Going into the “Administration” section, you’ll be met with the screen with 4 points of interest:

1. Members count, available and assigned seats in your Team, your Team’s name

Shows your Team’s name, the total number of members in the Team, and the available seats.

2. “Export”, “Help Articles”, “Update Subscription” and “Invite Members” buttons.

Dedicated buttons for managing the Team members.

“Export” - export your Team’s data in the form of a CSV file.

“Help Articles” - links to the Teams documentation

“Update Subscription” - update and manage your Team’s purchased subscriptions, only available for purchases with the Paddle payment system (from the site plan page).

“Invite members” - invite members to your Team

3. Your Team’s members list

The list of your team members. Each row in the list can be sorted by a specific attribute, and you can search the list by name, email, and group.

4. Dedicated buttons for assigning seats, changing roles, and removing the selected Team members

The buttons appear only when one or more team members’ entries are selected in the Team list.

Team Management

Adding new Team members

To invite new members to your team, click the “Invite members” button in the top right corner.

You’ll be met with the “Invite members” window:

Invite by Email

In the “Invite by email” section, you can write down the email addresses of the users you want to invite to your team.

To input the emails correctly, you must:

• Write down the email address with an @ symbol
• Separate each email address with a space, comma, or semicolon symbol

If the system can’t identify the entry as an email address, it will be highlighted in red. Otherwise, the correct email address is highlighted in blue.

Invite by CSV import

Alternatively, if you have a large team, you can switch to the “Import” section to import a CSV file containing email addresses of the users you want to invite:

The CSV file must be formatted according to these guidelines:

• Add one line per entry following the specific format (shown in the picture above):
• First name (A1), Last name (B1), E-mail address (C1)
• Users who already exist in your team will be ignored

Sending the invites

After writing down the emails, you’ll have 2 options: invite the users with or without assigning seats.

Both will send emails to the respective email addresses, inviting the users to join your Team. The details about the seat assignments are listed below in the "Assigning seats during invite" section.

Note:

If you rescind the user’s invite to your Team, the user will still receive an email with your invitation. However, the invite link in that email won’t add them to your Team. If you invite users without seats, they will be connected to your account but won’t be able to use Cascadeur.

Managing the team members

After sending the invites, your Members list in your Team will be populated by the listed email addresses.

Each member of your Team has a set of attributes, such as:

Name - name and surname of the member set up in their Cascadeur account

Email - email address tied to the member’s Cascadeur account

Status - whether the user has been invited to the Team or has already joined

Role - the member's role assigned to the member in the current Team

Member Seats - member’s seat status (assigned or not assigned)

Member Since - the date the member has been invited to the Team

Last Activity - the date the member last used Cascadeur

You can sort the members list by these attributes and search for specific members by name, email, or group.

Removing members from your Team

To remove the users from your team:

1.  Select one or more users you want to remove by clicking the check box to the left of their entry in the members list

2. Click the “Remove” button below

Role assignment

Available roles

Each member can be assigned one of four roles - “User”, “Manager”, “Admin” and “Owner”. Each role comes with its own set of permissions.

To learn more about the available roles, visit the dedicated Roles and Permissions section.

Seat management

Seat assignment

Note:

Only Managers, Admins and Owners can assign seats.

Assigning seats during invite

After you’ve entered the email addresses of the users you want to invite to your Team, you’ll have an option to assign the available seats to them. To do that, press the “Invite and assign N seats” button while the “Invite members” window is present.

This action will:

- Send an email with an invite to your Team to all tagged users

- Add the tagged users to your Team’s members list, change their “Status” attribute to “Invited” and their “Member seats” attribute to “Assigned”

- Change the number of the available licenses in the top left corner

Assigning seats manually

To assign the available license manually:

1.  Select one or more users you want to assign the license to by clicking the check box to the left of their entry in the members list

2. Click the “Assign seats” button below 

3. Set the Set Status to “Assigned” and click the “Assign” button in the bottom right corner

Updating subscription

Note:

Subscription and seat updates are not available to the Team members with the “User” and “Manager” roles.

In some cases, you may want to increase or decrease the number of available seats and change the subscription period. If you have the “Admin” or “Owner” role in your Team, you’ll be able to access it via the dedicated “Update subscription” button in the top right corner.

After clicking it, an “Update plan” window will appear:

Updating subscription period

You can update the current subscription period to an Annual or a Monthly plan. To do that:

1. Click the “Update subscription plan” dropdown menu

2. Change the subscription period to “Annual” or “Monthly”

Note:

Changing the subscription period will apply to all available and assigned seats in your Team. At the moment, it’s not possible to mix different subscription terms in a single Team. 

Updatings seat count

You can change the total number of available seats in your Team. To do that:

1. Find the “Team size” input field.

2. Change the number in the input field to the total number of seats you require in your Team.

After you click “Continue”, you will be shown the “Confirmation of plan” window with the updates to your plan:

Note:

No further warnings or confirmation windows will appear after you click “Update Plan”, so make sure that you’ve set up the updated plan correctly.

After your plan is updated, you will be charged for the additional seats you purchased. If your new total has become lower (e.g., you’ve reduced the seat count in your Team), the difference between the old and new total will be added to your Paddle account to be used for the next subscription charge.

Roles and Permissions

Your Team’s members can have one of four roles: User, Manager, Admin, or Owner. The role is assigned by a member of your Team with the same or a higher-level role, and each role has a set of permissions available to the member.

User

The most common role. Users can only use the assigned seat and have no access to the seat management features and to the billing information.

Members with the “User” role can:

- Use the assigned seat

- See Admin users’ contact information

- See Team name

Manager

Managers can assign available seats, invite new members, and remove existing members from their Team. They don’t have access to the billing information and can’t buy new seats.

Accounts with the “Manager” role can:

- Use the assigned seat

- Assign available seats to the members of their Team

- Invite and remove members in their Team with the “User” and “Manager” roles

- Assign “User” and “Manager” roles to the members of their Team

Admin

Admins, in addition to the permissions that Managers have, also have the ability to manage the licenses on the account - update the seat count and update the subscription term for the purchased licenses. All Admins have access to the billing information.

Accounts with the “Admin” role can:

- Use the assigned seat

- Assign available seats to the members of their Team

- Invite and remove members in their Team with the “User”, “Manager”, and “Admin” roles

- Assign “User”, “Manager”, “Admin”, and “Owner” roles to the members of their Team

- Update the seat count and active licenses’ subscription term
- Access the Customer Portal to view and update the payment information, to download invoices

- Change Team name
- Set the “Owner” role to another account, if needed

Owner

This role is reserved for a single account, usually the one that purchases and renews licenses. The Owner has the same permissions as the Admin. The owner's email address will be included on the invoices in the Customer portal. If you don’t buy through Paddle, there won’t be any difference between the Admin and Owner roles.
 

Accounts with the “Owner” role can:

- Use the assigned seat

- Assign available seats to the accounts present in their Team

- Invite and remove members in their Team with the “User”, “Manager”, and “Admin” roles

- Assign “User”, “Manager”, “Admin”, and “Owner” roles to the members of their Team

- Update the seat count and active licenses’ subscription term

- Change Team name

- Access the Customer Portal to view and update the payment information, to download invoices

- Set the “Owner” role to another account, if needed (Only Admin can become an Owner so you need to give an admin to the user role first).