License administrators and project administrators with Content creator license role can add people to a license.

If they add a person who is not a registered Revizto user, the invitation email includes a registration link (valid for 72 hours). License administrators can resend invitations at any time.

For details, see the following sections:

• Adding  people to licenses from the "Users" page
• Importing people to licenses from spreadsheets
• Adding people to licenses through project invitations
• Handling duplicate invitations to licenses
• Resending license invitation emails
• Troubleshooting

Adding people to licenses from the "Users" page

A license administrator can add people to a license from the "Users" page.

To add people to a license:

1. Sign in to ws.revizto.com.

2. If you are a member of several licenses, ensure that the correct license is selected.

   

3. Go to License Management Tools, and then select User Management.

   

4. Click Add users.

5. Enter the user details.

• For descriptions of available roles, see Roles in the license.

• You can select user tags, a company, a department, and an office location. If a value is not in the list, you can enter it.

  Troubleshooting:

  • I don’t see the Company, Department, or Office Location field when I add people to licenses.

• You can add users that are already license members. This will update some of their fields. For details, see Handling duplicate invitations to licenses.

• If you choose an Active Directory authentication method but do not fill the user’s Domain username field, the user will be added to the license with "Suspended" status. To learn how to complete their registration in the license, see Configuring authentication parameters for existing license members.

6. To add more people, click Add new and repeat step 5.

7. Click Import.

   This sends an invitation email to each new license member. To learn how Revizto handles attempts to add users who are already license members, see Handling duplicate invitations to licenses.

Importing people to licenses from spreadsheets

A license administrator can import people to licenses from CSV, XLS, and XLSX spreadsheets.

A spreadsheet can include the following columns:

• Email address
• First name
• Last name
• Company
• Department
• Office location
• Domain username (for Active Directory authentication only).

The first row of the spreadsheet must contain column names. The order of the columns is not important. If your spreadsheet contains other columns, it is okay to keep them.

During the import, you will map the columns to the user fields. The only mandatory column is the email address; you will have the option to fill the rest of the user details later.

All imported users will have the same role that you will specify during the import, with the following exceptions:

• If a user is eligible for the Guest role, you can choose to assign them that. Guests do not occupy license slots.
• If a user is already a license member, you can choose to keep their current role.

If you have several authentication methods configured in your license, all imported users will have the same authentication method that you will specify during the import.

You can include users that are already license members. This will update some of their fields. For details, see Handling duplicate invitations to licenses.

To import multiple people from a spreadsheet:

1. Sign in to ws.revizto.com.

2. If you are a member of several licenses, ensure that the correct license is selected.

   

3. Go to License Management Tools, and then select User Management.

   

4. Click Add users, and then do one of the following:

• Click Import from file, select a spreadsheet file, and then click Next.

• Click Copy/paste from file, paste the spreadsheet content, and then click Next.

5. If you have several authentication methods configured in your license, select an authentication method and click Next.

6. Map the columns to the user fields and click Next.

   If you choose the Active Directory authentication method, you have to provide a domain username for each user. If your spreadsheet does not contain this field, the users will be added to the license with "Suspended" status. To learn how to complete their registration in the license, see Configuring authentication parameters for existing license members.

   Troubleshooting:

   • When I import people to a license from a spreadsheet, I don’t have the option to map a spreadsheet column to a company, department, or office location field.

7. Select the license role for the users, and then select or clear the following checkboxes:

• Set "Guest" role when possible. If a user is eligible for the Guest role, assign them that role. Guests do not occupy license slots.

• Keep the roles of existing users. If a user is a license member, do not change their role to the selected one.

8. Select user tags and click Next.

   If a tag is not in the list, you can create it right here by entering the tag in the selection field.

9. Review the summary and click Import.

   This sends an invitation email to each new license member. To learn how Revizto handles attempts to add users who are already license members, see Handling duplicate invitations to licenses.

Adding people to licenses through project invitations

Project administrators with the Content creator or License administrator license role can add people who are not license members to their projects. For details, see Adding people to projects.

An invitation to a license made by a project administrator might require a license administrator’s approval. This depends on the authentication methods configured in the license. To learn how to approve invitations, see Approving license members add through project invitations. In Revizto Workspace, if the project administrator that made an invitation is also a license administrator, they are prompted to approve the invitation immediately.

Handling duplicate invitations to licenses

When a license administrator adds people that are already license members (license members with the specified email addresses already exist), the following rules apply:

• License member profiles are updated with the data provided in the latest invitation, except for their first name and last name.
• If a license member is deactivated and a license slot is available, they are activated.
• If a license member is deactivated and a license slot is unavailable, they stay deactivated.

Resending license invitation emails

If a person who was added to a license hasn't registered at Revizto Workspace, a license administrator can resend the registration link. Each link is valid for 72 hours.

To resend invitations to multiple users:

1. Sign in to ws.revizto.com.

2. If you are a member of several licenses, ensure that the correct license is selected.

   

3. Go to License Management Tools, and then select User Management.

   

4. Select the checkboxes next to one or several users with "Pending" status, and then click Resend invitation.

   

5. Review the list of selected users. You can click next to a user to remove them from the selection.
6. Click Send.

Troubleshooting

Q: I don’t see the Company, Department, or Office Location field when I add people to licenses.

A: The field is hidden. To learn how to show it, see Customizing license member fields.

Q: When I import people to a license from a spreadsheet, I don’t have the option to map a spreadsheet column to a company, department, or office location field.

A: The field is hidden. To learn how to show it, see Customizing license member fields.