Manage Team

Online Help > Manage Team 

What does the “Manage Team” functionality do? 

The “Manage Team” functionality allows the Admins of the organization to set the name, set the role, assign or remove team members.

The Editors can add and view the team members’ information and the Read-Only users can only view the team members’ information that are inside the organization. 

What is a Team Member?

A team member is a person that belongs to an organization - team members are assigned at the organization level and can be shared across multiple projects. 

What is a Resource?

A resource is a person, equipment or materials that belongs to a project. Resources are defined and maintained at the project level. 

When and why use Team Members or Resources in your project?

You want to use Team Members any time you have shared people resources working in more than one project at the time so you can track their availability and avoid over allocations or under utilization.

You want to use local project Resources that are not Team Members only for material or equipment type resources.

When/How a Team Member become a Resource and vice versa?

When Team Member ‘John Smith’ is assigned to Task ABC in Project123 it becomes a local Resource to the project.

When local project Resource Mary Doe is added to the Organization XYZ it will become a Team Member and will be available to all projects in the organization.

How do I rename a team member? 

To change the name of a team member go to our Project Plan 365 Portal and in Team page and set a new name for your team member. 

Or you can also change it from our app by going to Team menu – Manage Team, select the team member and click Open Team Member Information. Then, set a new Name for the team member. Note that you must have Admin rights to perform this operation.

How do I remove a team member from organization? 

To remove a team member from organization, go to our Project Plan 365 Portal and in Team page click on remove icon that is assigned to the desired resource that you want to be removed. 

You can also remove the team member from our app by going to Team menu – Manage Team and clicking Delete icon for the corresponding team member. Note that you must have Admin rights to perform this operation.

How do I assign / invite a team member to my organization? 

To assign a team member to your organization, in our Project Plan 365 Portal, go to Team page and insert the user’s email address, set the name, role, admin, division and schedule. The invited user will receive an email to join your organization. If the team member doesn’t have an account on our website, in the received email will be a link where the team member can set the password for his account. Note that you must have Admin rights to perform this operation.

You can also add a team member to your organization directly from our app. Go to Team menu – Add Member and in Team dialog click Add New Member button.

Can I transfer a subscription to another user?

You can assign a subscription to a different user in Team page from our Online Portal. Remove a team member or change the role to Read-Only for an existing user and assign the remaining subscription to another team member. 

If I buy the Project Plan 365 app can I invite multiple users?

You can purchase multiple subscriptions under the same account and then you can invite team members in your organization, and you can share the files created with your team. Note that you must have Admin rights to perform this operation.

Can I assign more people even though I bought less subscriptions?

You can assign more team members into your organization than purchased subscriptions. The only condition is that the role for the new added team members to be Read-Only. If you want to add an Editor, you need to purchase another subscription. 

What happens if I assign a user twice on the same subscription?

You cannot assign a user twice on the same subscription. 

Can I assign to a user the Editor role and Read-Only role?

You cannot assign to a user both Editor and Read-Only role. 

How can I add an Editor?

If you already purchased our application, you need to purchase a subscription for each Editor team member. In our Online Portal, go to Team page and on the desire team member select the Editor role.  Note that you must have Admin rights to perform this operation.

Can one of my assigned users renew his subscription? 

If a user is assigned to a subscription owned by someone else, he cannot renew the existing subscriptions or purchase more subscriptions.  

When I assign a team member to my organization, will he/she receive an email? 

When you assign a team member to your business, if he/she has an account on our website, he/she will receive an email to join your Business. If the assigned team member doesn't have an account, the user receives a link inside the email to set the password for his new account.​​

How many team members can I assign to organization when I am in Standard/Business Trial? 

When on Standard/Business Trial you can assign as many team members as you want. 

How do I Import the team members from my plan into organization?

You will be asked if you want to import Team Members in the following situations:

1. You save a project in Drive 365 for the first time (File - Save As - My Projects - Drive 365), and you have Work Resources that are not Team Members.

2. You save a project in Drive 365 (File - Save) and you have work resources that are not already team members.

3. You share a project with people that are not already Team Members – you can add them as Team Members.

To import Team Members manually, go to the menu Team – Import Team. A dialog will appear that will contain all Work Resources in the current project that are not already Team Members. Once you enter a valid email address for the resources that you want to import, click on the Add Team Members button. Now the imported resources become Team Members.
In Project Plan 365 Online Portal you will see that the new team members were added.

Where can I find resource ribbon?

The “Resource” menu was renamed and now you can find it as “Team” menu.

How do I add the team members into my plans?

To add Team Members into the current project, select a task and go to menu Team - Assign - Team Member. It will open the Assign Team Members to This Task dialog, which lets you select who do you want to add to the current project. Once you click Assign, all the selected Team Members are added as Work Resources into the current project.   

You can also add team members from Gantt Chart view, using Resource Names column. 

When you open the Resource Names drop-down menu, you will get a list of all resources in your project and the Team Members (marked with an icon). Note that all the Team Members are visible in this list (added or not). Selecting any Team Member in this list will add it to the current project (only once). If you want to add a new Team Member, click Add Team Member button.  

Another option to add team members in your project is to use the Resource Sheet view.  

The Resource Name editing control provides a list of not added Team Members and the “Add Team Member” button. If there are no Team Members to suggest, the button alone is displayed. 

Where is Team menu?

The menu "Team" can be found inside our application right next to the "Task" menu in the ribbon.

Can I add the same resource in two different teams?

With our current functionality a user’s email address cannot be assigned to two different teams.

How to assign the specific user as a local resource?

You can add in your plan the name and email address for that specific resource, but you cannot import the resource in your Team. To share a file with that resource, you can go to menu ShareShare and insert the email address for that specific resource.

Why I can't change values in the fields?

In order to edit and save .mpp files, you need to have an active account with the role set as Editor. You can verify your role by accessing our Online Portal Page. Sign In with your email and password, click on Team tab and check your role.

Or you can verify it from our app by going to Team menu – Manage Team.

Why I can’t see the “Manage Account” button in ribbon on the Mac platform?

If the “Manage Account” button is not visible in ribbon, please press  "More" button. You should be able to find in the dropdown the button that doesn't fit inside the ribbon because of the small window size.

Why I can’t see the “Manage Team Members” button in ribbon on the Mac platform?

If the “Manage Team Members” button is not visible in ribbon, please press  "More" button. You should be able to find in the dropdown the button that doesn't fit inside the ribbon because of the small window size.

My team member need to have a paid subscription in order to read my master and subprojects located in my cloud Drive 365 folder?

You can add the team member as a read-only team member in our Online Portal and he can open the Master project file from Drive 365 cloud using his email and password. There’s no need to purchase extra subscriptions for read-only team members.

How can I open the application without the two "Add Individual Team Members" dialogs coming up every time?

If you don't want the "Add Individual Team Members" dialogs to show up every time you open the application, please check the "Don't show this dialog again" checkbox inside the dialog.

The invited team members did not receive an invitation email.

Please check the Spam folder and make sure that our domain name projectplan365.com is on your safe list. If you problem is not solved, please submit a ticket on our Support Team.

When I try to invite a team member it says that the account already exists.

Please submit a ticket with your issue at our Support Team.

How to access Project Plan 365 Portal page?

Please click on the following link to access our Online Portal page: https://www.projectplan365.com/ups/Account/SignIn

I purchased the application for multiple users. How will they log in?

If you purchased multiple subscriptions, you need to add team members for them to be able to use the subscriptions. In order to do that, in our Project Plan 365 Portal, go to Team page and insert the user’s email address, set the name and the Editor role. The invited user will receive an email to join your organization. If the team member doesn’t have an account on our website, in the received email will be a link where the team member can set the password for his account.

I want to make one of my team members an Editor. How can I change the role?

In order to change the role of a team member, please go to our Online Portal page and Sign In with your email and password. After that, click on “Team” tab and from “Role” field change the role for the desired team member from “Read Only” to “Editor”.

How can I become an administrator?

Please submit a ticket with your request at our Support Team.

Learn how to build a PROJECT TEAM in just 5 minutes!

Why can’t I add a team member with editor role?

Only Admin users can add team members with Editor role. Please contact your team administrator for more information.

Why can’t I change the “Admin” flag?

If you cannot set the Admin flag, it means that you do not have administrator rights. Only Admin users can set the Admin flag. Please contact your team administrator for more information.

Why can’t I delete a team member from my organization?

If you cannot delete a team member from your organization, it means that you do not have the rights to perform this operation. Only Admin users can delete team members from organization. Please contact your team administrator for more information.

Why can’t I change my own admin flag?

You cannot change your own Admin flag. Please contact another Admin if you want your Admin flag to be changed.

How do I add time off for a team member?

To add Time Off for a team member, go to Team menu – Manage Team, select a team member and click Open Team Member Information. In Team Member Information dialog, in the Time Off section, add the Name, Start Date and Finish date for the Time Off period and click “OK”. Note that you must have Admin rights to perform this operation.

How do I set part time schedule for a team member?

To add set Part Time schedule for a team member, go to Team menu – Manage Team, select a team member and click Open Team Member Information.  In Team Member Information dialog, choose Part Time for the Schedule field. Note that you must have Admin rights to perform this operation.

How do I set full time schedule for a team member?

To add set Full Time schedule for a team member, go to Team menu – Manage Team, select a team member and click Open Team Member Information.  In Team Member Information dialog, choose Full Time for the Schedule field. Note that you must have Admin rights to perform this operation.

How do I set custom schedule for a team member?

To add set Custom schedule for a team member, go to Team menu – Manage Team, select a team member and click Open Team Member Information.  In Team Member Information dialog, choose Custom for the Schedule field. The Set Custom Schedule dialog will be displayed, where you can set the working hours per day. Click OK in both dialogs to save the changes. Note that you must have Admin rights to perform this operation.

How do I edit a team member’s information?

To edit a team member’s information, go to Team menu – Manage Team, select a team member and click Open Team Member Information. In Team Member Information dialog, you can edit the Name, set the Role and Admin rights, assign the team member to Divisions, set the Schedule and add Time Off. Note that you must have Admin rights to perform this operation.

How do I assign divisions to team members?

To assign divisions to a team member, go to Team menu – Manage Team, select a team member and click Open Team Member Information. In Team Member Information dialog, select from Divisions combo box the ones you want the team member to be part of. Note that you must have Admin rights to perform this operation.

How do I set the Admin flag for a team member?

To set the Admin flag for a team member, go to Team menu – Manage Team, select a team member and click Open Team Member Information. In Team Member Information dialog, select Yes for the Admin field. Note that you must have Admin rights to perform this operation.

How do I set the password for a team member? 

To set the password for a team member go Team menu – Manage Team, then click the Add New Member button in the Team dialog. In the Add Team Member dialog, fill the required fields (i.e. “Email address” and “Name”) and choose the Let me create the password option from the Password Settings section. After that, type a valid password and send the password in email by filling out the recipients list with the team member’s email address. 

How do I reset the password for a team member? 

In order to reset the password for a team member, go to Team menu Manage Team, select the team member for whom you want to reset password and click the Open Team Member Information button. In Team Member Information dialog, click the Reset Password button. Afterwards you can reset the password by typing a valid password in the Password field and sending it to you and to the team member by email by filling out the recipients list with the email addresses.  

Can I let the new team member choose his own password? 

When adding a new team member, you must choose the “Let user choose password” option from Password Settings section in order to let the team member set his own password. The team member will be sent an activation link where he can set his password and activate his account. 

Why my new team member did not receive his password in email? 

If the team member did not receive the password in email, most likely you did not check the Send password in email option when setting or resetting his password. Or probably you forgot to type the team member’s email in the recipients list. If it is not the case, please submit a ticket at our Support Team.

 

Step by step on how the owner/editor should manage the Team Members from Online Portal 

1. Sign In with your email and password in our Online Portal.

2. Go to Team page.

3. In Team tab you can perform the following operations:

  • Delete a team member by clicking Delete icon;
  • Edit the team member info (Name, Role, Admin, Divisions, Schedule and Time Off) by clicking Edit icon or you can change the Name and Role directly from the page;
  • Add New Member.

4. If there is no available subscription, the following drop down will be shown.

5. You can assign as many Read-Only team members as you want. Only for Editors you will need to purchase a subscription.  

Note that the team members can also be managed from inside the application. 

1. Click on your email address in the upper right corner.

2. Click on the Manage Team button. 

3. A dialog appears with all the team members that are in your organization.

4. Any modification performed in this dialog is immediately visible after the dialog is closed.

Note: Another way to manage the Team is to go to the menu Team – Manage Team. 

Step by step on how the owner/admin should manage the Team Members information directly from app: 

  1. Sign in inside the application.

  1. Go to Team menu – Manage Team.

  1. In Team dialog you can perform the following operations:
  • Delete a team member by clicking Delete icon;

  • Edit the team member info (Name, Role, Admin, Divisions, Schedule and Time Off) by clicking Edit icon or Open Team Member Information.

  • Add New Member.

  1. After performing any of the following operations, click Close button.

Step by step on how to add team members from Organization into your project plans:

1. Select a task from Gantt Chart view.

2. Go to menu Team - Assign -  Team Member.

3. The Assign Team Members to This Task dialog will be opened.

4. Select the team members that you want to assign to the task and click on the Assign button.

5. Once you click Assign, all the selected Team Members are added as Work Resources into the current project.

Step by step on how to add team members into your project using the Resource Name column in Gantt Chart view:

1. You can add Team Members by adding them from the Gantt Chart view.

2. When you open the Resource Names drop-down menu, you will get a list of all resources in your project and the Team Members (marked with an icon). Note that all the Team Members are visible in this list (added or not). Selecting any Team Member in this list will add it to the current project (only once). If you want to add a new Team Member, click Add Team Member button and the following dialog will be opened:

3. Enter the Email address, Name, select the Role, Admin, Divisions, Schedule and Time Off.

4. After clicking on the Add Team Member button, Ella will be added as a Team Member.

Note that Added Team Members that are assigned to tasks are shown in the Resource Names with a distinct icon in front of their name.

Step by step on how to add team members into your project using the Resource Sheet view:

1. You can add Team Members by adding them from Resource Sheet view.

2. The Resource Name editing control provides a list of not added Team Members and the Add Team Member button. If there are no Team Members to suggest, the button alone is displayed.

3. As you type in the input box, the suggestions list is automatically refreshed so it matches the input.

4. If you type in a resource name that does not correspond to any existing team member (that is available for adding), you can click the Add Team Member button and proceed to add it to the organization.

5. The Name field in the dialog is automatically prefilled with the resource name. Same behavior is available for existing project resources – you open the Resource Name editing control for an existing resource, click on the Add Team Member button and information is automatically filled in the dialog.

Step by step on how to import team members from your plan into your team Organization:

1. Go to menu Team – Import Team.

2. A dialog will appear that will contain all the Work Resources in the current project that are not already Team Members.

3. Once you enter a valid email address for the resources that you want to import, they will become Team Members.

Step by step on how to set Time Off for a team member:

  1. Go to Team menu – Manage Team;

  1. Select a team member and click Open Team Member Information.

  1. In Team Member Information dialog, in the Time Off section, add the Name, Start Date and Finish date for the Time Off period.

  1. Click OK to save the changes.

Note: You can also set Time Off for a team member from Portal by going to Team tab and clicking Edit icon for the team member. Click the Advanced arrow. Then, in the Time Off section, add the Name, Start Date and Finish date for the Time Off period and click OK.

Step by step on how to set the Schedule for a team member:

1. Go to Team menu – Manage Team;

2. Select a team member and click Open Team Member Information.

3. In Team Member Information dialog, you can choose the Schedule type for the team member: Full Time, Part Time or Custom.

4. If you choose Custom option, the Set Custom Schedule will be displayed where you can set the team member’s working hours per day.

5. Click OK to save the changes.

Note: You can also set Schedule for a team member from Portal by going to Team tab and clicking Edit icon for the team member. Click the Advanced arrow. Then, for the Schedule field, choose the right schedule for your team member.

 

Step by step on how to set password for a team member: 

Note: Only Admins can set passwords for team members. 

  1. Go to Team menu – Manage Team;

  1. Click the Add New Member button.

  1. In Add Team Member dialog, fill out the required fields (i.e. “Email address” and “Name”).

  1. “Let me create the password” option is selected by default. Type a valid password for the new team member’s account.

Note: If you want to let the user create his own password, choose the “Let user choose password” option and click the Add Team Member button, skipping the next steps. The team member will be sent an email with the activation link. For more information, read the Set Password article. 

  1. “Send password in mail” is also checked by default. By checking this, you will be sending the password to all recipients from the list. Note that recipients list is autocompleted with your and team member’s email addresses. You can always add more email addresses separated by semicolon. 
  2. After managing the password settings, click the Add Team Member button.
  3. All people from the recipients list will receive an email like the one below.

 

Step by step on how to reset password for a team member: 

Note: Only Admins can reset passwords for team members. 

  1. Go to Team menu – Manage Team;

  1. Select the team member for whom you want to reset password and click the Open Team Member Information button.

  1. In Team Member Information dialog, click the Reset Password button.

  1. Type a valid password for the selected team member.
  2. “Send password in mail” is checked by default. By checking this, you will be sending the password to all recipients from the list. Note that recipients list is autocompleted with your and team member’s email addresses. You can always add more email addresses separated by semicolon. 
  3. After filling out the necessary fields, click the Reset button.
  4. All people from the recipients list will receive an email like the one below.

 

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