Articulate 360 Teams: Managing People, Groups, and Invites

We’ve simplified team management at any size with Articulate 360 Teams. Invite team members, assign permissions, organize creators into groups, and track invites sent—all from one intuitive interface. In this article, you’ll get oriented to the Manage Team page and then learn how to use it, step by step.

• Access and Navigate the Manage Team Page
• Manage Team Members and Permissions
• Manage Creator Groups
• Monitor and Manage Invites

Access and Navigate the Manage Team Page

Managing your team starts right in your web browser. Go to https://id.articulate.com/redirect/account and sign in with your Articulate ID email address and password. (If you have subscriptions in both the U.S. and EU data centers, you’ll be prompted to select the region you want to sign into.) Click Manage Team on the left side of the screen.

At the top of the page, the team name, the number of creator licenses available, and the total licenses purchased are displayed. 

A list of all team members and their current permissions is shown below. Permissions are displayed as badges for each member. Refer to this article to learn more about these permissions.

Members with primary admin, 360 admin and group manager permissions will also see three tabs—People, Groups, and Invites—above the list of team members. (Those with Reach admin permissions will not see the Groups tab, because they don’t have access to groups.)

Use Search and Filter Options

All team members can use the search and filter tools above the list to easily find other members:

• To search, type the name or email address in the Search people field at the top. Search results appear dynamically as you type. To clear your search results or return to your entire list, simply delete your search term.
• To filter the list, click the Filters dropdown beside the search field. You can filter by permission types and by group. You can also combine multiple filters to narrow results further. For example, to find members who have creator and 360 admin permission, select the following filters:

• • Create > Creators
  • Manage > 360 Admins

To clear all filters, click the Filters dropdown and select Clear all.

Manage Team Members and Permissions

Only members with primary admin, 360 admin, group manager, and Reach admin permissions can invite users to the team and manage permissions. 

Below are the specific actions that members can take, based on their permissions.

Members with primary admin and 360 admin permissions can: 

• Invite users
• Bulk-import members with a CSV file
• Manage permissions
• Remove users and manage creator content
• Download a CSV file with all the team members' information

Members with group manager permissions can:

• Invite users to their assigned group
• Manage Create permissions of group members
• Remove members from their assigned group and manage their content

Members with Reach admin permissions can:

• Invite users to manage Reach 360
• Manage Distribute permissions

Invite Users

Let’s start in the People tab, with inviting new users to the team and managing their permissions. Click the Invite people button and follow the steps below:

1. Enter the user’s email address in the Email field. 
2. If you want to add more users with the same permissions, click the plus (+) button below the field. Enter their email addresses, one user for each field.
3. Click the corresponding Create, Manage, or Distribute toggle permissions based on their role. Refer to the table below for more details.
   
   Create: Enable this toggle to grant creators or content authors access to authoring tools such as Rise 360 and Storyline 360. Each team member with creator permissions uses up one license.
   

   Permissions Badge	Description
   Creator	Allows the user to access authoring tools and publish to Reach 360 if it’s enabled for the subscription. If assigned using group manager permissions, the team member must be assigned to a group. Otherwise, the default “Upgrouped” may be selected.
   Localization	Available with Articulate Localization, enabling the Localization toggle allows the team member to translate courses.

   
   

   Manage: Enable this toggle to allow admins to add, remove, or manage permissions for other members.

   Permissions Badge	Description
   360 Admin	Allows the user to manage all members, groups, and subscription settings across the account. They can also manage Storyline team slides and rename and delete shared Rise 360 block templates.
   Group Manager	Allows the user to manage members and creator permissions only within their assigned group. They can’t assign Manage and Distribute permissions.   One or more groups must be selected.

   
   Distribute: (Only available when Reach 360 is activated.) Enable this toggle and select a role to allow team members to manage Reach 360 settings and learner information. Learn more about Reach 360 permissions.

   Permissions Badge	Description
   Reach Admin	Allows the user to manage all learners, training settings, and more in Reach 360.
   Reach Manager	Allows the user to manage only groups to which they're assigned. You must assign them to more than one group.
   Reach Reporter	Allows the user to access the Reach 360 reporting dashboard. You must assign them to more than one group.

   
   Learn more about these permissions and the tasks associated with them. 
   
   
4. Click Send Invite to save the settings and send notifications to the invited members.

Bulk-import members with a CSV file

Members with primary admin or 360 admin permissions can invite multiple users all at once rather than adding them one by one.  

1. Launch the import CSV window by clicking the Import/Export dropdown and choosing Import CSV.
2. Click Download sample CSV file to download the template.
3. Fill in the details using Google Sheet or MS Excel and save the file.
4. Go back to the import CSV window and click choose a file and select the updated CSV file, or drag and drop the file in the center of the window.
5. Click Upload to complete the process.

After uploading a CSV file, invited users appear in the Invite tab. If there are errors in the CSV file, an option to download an error report displays. Click the Download file button to download the report and find out how to fix the issues.

Manage Permissions

To modify a team member’s permission, follow these steps:

1. Click their name from the list to launch the Edit permissions sidebar. 
• Members with primary admin or 360 admin permissions can update multiple users at once by selecting the checkboxes beside their names.
2. Enable or disable the available permissions as needed. Refer to the permissions table above for reference.
3. Click Save at the bottom of the sidebar to complete the process.

Note: Disabling or removing creator permissions will prompt you to transfer that team member’s content to another team member:

1.  Click the Transfer to field to select a creator as the new owner of the removed user's shared content. You can type the first few letters of the receiver’s name to filter the list.
• If the person you want to transfer content to does not have creator permissions yet, assign creator permissions first before removing the old user. You can transfer content to them when they sign-in and accept the creator permissions.
• If there are no available licenses for the new user, select None - do not transfer content and contact support after the new user has been assigned creator permissions. See this article for more details. 
2. Select or deselect the Include personal content checkbox to choose whether or not to also transfer their personal content. Learn more about managing content when users leave your team.

Remove Members and Manage Creator Content

To remove a member from the team, follow these steps:

1. Click their name from the list to launch the Edit permissions sidebar. 
   • Members with primary admin or 360 admin permissions can remove multiple users at once by selecting the checkboxes beside their names. Note that content from selected users with creator permissions may only be transferred to one member.
2. Click the Remove from 360 link at the bottom.
3. If the team member had creator permissions, click the Transfer to field to select a creator as the new owner of the removed user's shared content. Select the Include personal content checkbox to also transfer their personal content. You can type the first few letters of the receiver’s name to filter the list, as shown below.
   
   
   • If the person you want to transfer content to hasn’t joined the team yet, invite them to the team and assign creator permissions first before removing the old user. You can transfer content to them when they accept your invitation to join the team.

      

   • If there are no available licenses for the new user, select None - do not transfer content and contact support after the new user has been assigned creator permissions. See this article for more details.

4. Select or deselect the Include personal content checkbox to choose whether or not to also transfer their personal content. Learn more about managing content when users leave your team.
5. Click Remove user.

Download Team Member Info

Members with primary admin or 360 admin permissions can export a CSV file that contains permission and group info about team members. Here’s how:

1. Click the Import/Export dropdown and choose Export CSV.
2. Download the CSV file and open it in your favorite text editor or spreadsheet app. 
3. The following information displays for each member:
• Email address
• Creator permission (x or blank)
• Localization permissions (x or blank)
• 360 Group
• Manage 360 Role (Admin or Group Manager)
• Managed 360 Groups
• Reach Role (Admin, Manager, or Reporter)
• Managed Reach Groups

Manage Creator Groups

Now that we’ve explored the People tab, let’s move on to the Groups tab, where you can organize your creators into groups. These groups can be organized by department, location, or any other classification that will allow easy delegation of management tasks to group managers. 

Members with primary admin, 360 admin, and group manager permissions can add users to groups by assigning the group when they invite users to the team.

They can also can move group members between groups to which they have access. Here’s how:

1. Hover the mouse over the group member you want to move.
2. Choose Move to group to display a list of available groups.
3. Select a new group for the member.

Members with primary admin or 360 admin permissions have additional capabilities. They will see all the groups, including an “Ungrouped group”—team members who have not been assigned to a group. Primary and 360 admins can do the following tasks from the Groups tab using the directions in the table below:

Monitor and Manage Invites

Now that we’ve investigated the People and Groups tabs , let’s move on to the Invites tab. 

Switch to the Invites tab to see the following: 

• Email addresses of the users who haven’t accepted or declined the invite
• Permissions assigned to each invited user
• The member who invited them
• The date the invite was sent and when it will expire

Invited users receive an email notification when they’re first added to the team and when they’re assigned creator permissions. They must log in to https://id.articulate.com/redirect/account to accept the invitation and join the team, but they also have the option to decline the invitation.

Team members with primary admin, 360 admin, group manager, and Reach admin permissions have additional options within the Invite tab, as described below:

• Members with primary admin and 360 admin permissions can manage all pending invites. 
• Members with group manager permissions can only manage pending Create permission invites for their assigned group.
• Members with Reach admin permissions can only manage pending Distribute permission invites for Reach 360.

Depending on their permissions, admins can do the following tasks from the Invites tab using the directions in the table below: