Managing Project Collaborators, Editors & Viewers

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This guide assists Organization Admin, Project Owners, and Researchers in understanding how to manage project members effectively.

Initiate your research management by adding project members to your Research Portal. Simply input their email addresses to assign roles, tailoring access levels based on their tasks.

Current available roles include:

  • Project Owner
  • Editor / Collaborator
  • Recruiter / Omnirecruiter
  • Viewer

Learn about Project Level Permissions

 

Adding Project Members

To add a new member:

  1. Log in to your Discuss account.
  2. Choose your Research and navigate to your Project Portal.
  3. Click on "Manage Members" at the top right of the Overview Tab.
  4. Select their role
  5. Enter their email address.
    • You can add multiple users simultaneously by separating email addresses with commas.
    • If these emails do not already have accounts with Discuss.io, then they will be sent an email to create an account.
    • Current account members will not be prompted with an email.
  6. Click Send Invite

Roles will be grouped together by role and listed in the hierarchy of different role permissions. They will be listed in alphabetical order per group category.

Learn about project-level permissions & the viewer role 

 

Changing the Project Owner of a Project

The process of transferring a project's ownership is done from the recordings page. Project owners must be a team member within an organization. Team leaders are able to assign a project owner when a new project is created.

A project owner cannot be deleted from a project but can transfer the management of the project to another team member in the organization. To transfer the project to another team member, the project owner can go to the 'Settings' tab.

Click the 'Project Owner' dropdown to transfer ownership of the project. Once the project has been transferred, that account will no longer have access to that project.

 

If this field is left blank, it will not transfer ownership and the project owner will remain the same one who was last assigned to the project.

The Project Level Permissions support article can serve as a guide to what permissions each role has when creating your project.

Editing Project Level Roles

  1. Log in to your Discuss account.
  2. Choose your Research and navigate to your Project Portal.
  3. Click on "Manage Members" at the top right of the Overview Tab.
  4. Click the role dropdown next to the project member's email that needs to be changed.

 

Deleting Roles from a Project

  1. Log in to your Discuss account.
  2. Choose your Research and navigate to your Project Portal.
  3. Click on "Manage Members" at the top right of the Overview Tab.
  4. Click the trash can icon next to the email and the role that needs to be removed.

IMPORTANT - Deleting a user from the project will not delete the user's account. Please contact your account manager to delete an account permanently.

 

Seated vs Unseated Members

For clients on an Unlimited Subscription, the organization admin will be able to see information about which roles are paid roles when they try to add new members. Having the information at the right time will significantly enhance the admin's experience while they manage their project members. 

Organization admins can identify members with paid researcher seats by the checkmark badge next to their email address and role.

  • Seated members can take on any project role
  • Non-seated members can only be assigned Recruiter, Omni-Recruiter, or Viewer roles.

 

Using Available Seats

When a researcher invites a new user to a project in a paid role and seats are available, the new user is automatically assigned an open researcher seat.

If a user wants to promote a non-seated member to Editor, Collaborator, or Project Owner, they can do so if open seats are available on the account.

The organization admin receives a notification about the newly filled seat.

 

Requesting a Paid Seat 

Researchers can select a role and extend an invitation directly from the project members' dialog box on the project's Overview page, even when seats are not available. 

When inviting a new user to a project in a paid role and seats are unavailable, researchers have the "Request Seat(s)" button that allows them to request additional seats from the Organization Admin.

 

 

  • During the period of awaiting approval from the Organization Admin for the paid role assigned by the researcher, the new member will be included as a viewer in the project.
  • Clicking the "Request Seat(s)" sends an email to all Organization Admins, containing the new user's email and the requester's details.
  • The new user's status is marked as 'Pending' within the project. Upon approval from the Organization Admin, if the new user is promoted to a Researcher, their pending status is automatically updated within the project.

 

If a Researcher wishes to promote a user who already has access to the project, they can do so by adjusting the user's role in the Project Members list, thereby requesting a seat for them. Following this request, the user retains their Viewer status until an Organization Admin promotes them.

Making a Seat Request While Adding a New Member to Your Project

When inviting a new user to a project in a paid role and seats are unavailable, researchers have the "Request Seat(s)" button that allows them to request additional seats from the Organization Admin.

During the period of awaiting approval from the Organization Admin for the paid role assigned by the researcher, the new member will be included as a viewer in the project.

Clicking the "Request Seat(s)" sends an email to all Organization Admins, containing the new user's email and the requester's details. The new user's status is marked as 'Pending' within the project. Upon approval from the Organization Admin, if the new user is promoted to a Researcher, their pending status is automatically updated within the project.

If a Researcher wishes to promote a user who already has access to the project, they can do so by adjusting the user's role in the Project Members list, thereby requesting a seat for them. Following this request, the user retains their Viewer status until an Organization Admin promotes them.

Cancelling a Seat Request

To cancel a seat request, a researcher can select the user with the pending request and click on "Cancel Seat Request". Upon cancellation, a notification is automatically sent to the Organization Admin to inform them of the canceled request.

 

Managing Project Members - Video 

Organization admins have control over who gets access to the paid features on their account. 

 

Changes to Assigning a Moderator

Because moderators can be either Researchers or Viewers in an organization, they must first be added to the project in the appropriate role before they can be assigned to sessions. The dialog to assign a moderator will not pull from the list of members already added to the project. To add a new user as a moderator, they must be added through the Project Members dialog.

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