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User management and Company Captain

Thanks to the verified domain, you can manage the company users and, eventually,  teams. Use it for editing personal information, setting up email notifications, and requesting 2FA. First, however, you have to verify the company’s domain and check how.

Assigning roles, replacing and removing users, or adding users to projects is possible even without the verified domain.

To manage users go to Business Panel > User Management.

Where to find User Management in the Business Panel.
Where to find User Management in the Business Panel.

First, verify the domain. Until you do, you cannot see any user emails and will not be able to edit their profiles (profile picture, name, language, nor notification emails).

Click the green button Verify domain and follow these instructions.

User management before you verify the domain.
User management before you verify the domain.

Editing and setting a user

Editing personal information and setting notification e-mails is possible only when you verify the company domain. Click on the three-dot menu to edit the information.

How to edit personal information of a user with a verified domain.
How to edit the personal information of a user with a verified domain.

Editing Personal information

Thanks to the verified domain you can edit the user’s name and last name, avatar, and set the language.

To change the avatar (profile picture) click on Select picture and upload a square format. Confirm all changes by clicking on Save.

Example how to edit a user's personal information.
Example how to edit a user’s personal information.

You cannot change the login email. If you want to change it, send us an e-mail to info@freelo.io with a login change request from your current login email.

Overview of active licenses

In case you want to check how many licenses you have available or who is invited, you can easily switch between All users and Purchased License.

Click on Business panel icon and then on Users button.
Click on Business panel icon and then on Users button.
Click on Users button and you can choose between All and View licence.
Click on Users button and you can choose between All and View licence.

Setting Notification emails

You can select which email notifications the user receives or turn them off completely.

Example of setting user's e-mail notifications.
Example of setting user’s email notifications.

Bulk settings for users

Via the Settings template you can easily set up yourself and selected users with verified domains:

  • e-mail notifications,
  • project detail layout,
  • showing Freelo support chat,
  • dark mode.
You can find the Settings template in the Business panel here.
You can find the Settings template in the Business Panel here.

You can save the set template for future use. Or save it and apply it directly to selected users or teams.

The Save and Save & Set users... buttons can be found at the end of the template.
The Save and Save & Set users… buttons can be found at the end of the template.

Roles and Company Captain

Click the three-dot menu to find a feature Set Roles. There you can appoint Project Manager and Company Captain roles.

Example where to set a user's roles.
Example where to set a user’s roles.

Project managers can create new projects under your account. Just click the checkbox, that turns green and confirm via Save roles.

Example how to set Project manager.
Example how to set Project manager.

Project Manager is appointed by the Captain or another Company Captain.

Who is Company Captain

Company Captain is a role available in the Business plan only. It is a part of the Business panel. Company Captain has the same rights as the Captain. Thanks to this role users can:

The Company Captain can be named by the Captain or another Company Captain. Company Captain is automatically a Project Manager and Admin of all projects.

Click the three-dot menu on a user > click Set Roles > click the checkbox by Company Captain (Project Manager is activated automatically) > Save roles.

Example how to appoint Company captain role.
Example how to appoint a Company Captain role.

In the overview, you can see which roles the user has.

Example of user's roles overview.
Example of user’s roles overview.

More features

More features are hidden under the three-dot menu on the right.

Example of features to manage users.
Example of features to manage users.

Adding a new user

Via the green button + you can invite new users to your projects. After clicking on it, a form will appear where you select an already existing user or enter one or more email addresses.

How to add new users to Freelo in Business panel.
How to add new users to Freelo in the Business panel.

Select users or enter emails and select projects to which you want them to have access to. Confirm via Invite Users.

Example how to add new users to projects.
Example of adding new users to projects.

Adding to projects in bulk

Click the three-dot menu on the right > Projects where…  and select projects you want to invite the user to or uncheck the checkbox to remove the user from other projects.

In some projects, you can assign the Admin role. Click the checkbox Appoint Admin and confirm via Save.

Example how to reamove or invite user to a projects in bulk.
Example of removing and inviting a user to projects in bulk.
Who is the Admin of the project?

The Project Admin is a role that is given by a captain, another admin, or company captain. The role is connected to a particular project. Admin can invite other users, set access to projects, and can see the financial part of the project (budgets, reports).

User’s hourly rate

This feature allows you to set a user’s hourly rate across multiple projects and in different currencies. How to set hourly rate properly is described in our Help section User’s hourly rate. If you are captain of the paid plan, you can set hourly rate for yourself anytime.Go to User management > three-dot menu > Hourly rate.

Go to User management > three-dot menu > Hourly rate.

Replacing user

Replacing users is a great feature that can save you a lot of time when transferring tasks to a new assignee. It is useful when an employee leaves or changes position.

In the three-dot menu on the user, line find > Replace.

Go to User management > three dot menu > Replace.
Go to User management > three-dot menu > Replace.

The current user can be replaced by someone else in all tasks. It is necessary to invite the user first.

What is going to happen?

  • Tasks assigned to user A will be assigned to user B
  • You will invite user B to all selected projects, where user A currently still is
  • You can select if:
    • User B is following all tasks that were followed by user A. User A will automatically unfollow those tasks. Option: Cancel all following for the replaced user and turn on for the new user
    • User A is removed from the selected projects. Option: Remove the replaced user from the project

To apply the options above, click the checkbox. Save the setting via the green button Replace user.

How to replace user in Freelo.
How to replace users in Freelo.

Removing user

The last option in the three-dot menu > Delete.

How to delete a user in the Business panel.
How to delete a user in the Business panel.

A list of all your projects will appear. The user will be removed from all of them. Click the red button Remove user.

Example of a list with removing user.
Example of a project list with users being removed.

The user will no longer be in a list of users in the Business panel. If you share other captain’s projects, you will be able to find the deleted user on the All users page.

If you delete a user, do they stay assigned to a task?

When a user is deleted, nothing changes regarding their completed or incomplete tasks, and the user remains assigned to them. However, they will lose access to the project.

Updated on 23.1.2024
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