Managing User Roles

User management can be performed from two places in Shortcut:

  • The Workspace User Directory → best for single Workspace adjustments
  • The Manage Organization and Workspaces page → best for Organization wide adjustments

The functionality of each page are similar, but there are differences.

The Workspace User Directory 

This is a good place to view users associated with a particular Workspace and to perform Workspace only user management. If you're an Owner of an Organization, and/or an Admin of a Workspace, navigate to the Workspace's Settings > under Workspace Settings > User Directory and use the current functionality:

  • To view and if needed, adjust a user's role → using the dropdown to the right of their name.
  • To disable a user → clicking on the "no entry" symbol next to their user role.
  • To re-enable a user → going to the Disabled Users tab and click on the "restore" icon next to their role.

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Things to Note: 

  • Free plan accounts only have access to Admin roles and do not have access to Member or Observer roles. The Observer role is only available on the Team plan or above. For additional access, please consider upgrading to a paid plan that best suits your team's needs.
  • The User Directory is for managing users at the Workspace level.
    • A disabled user will appear here even if they've been removed from the Organization by the Owner. As an Admin of a Workspace, if you try to re-enable a user who's been removed by an Owner, an invalid profile error message will show. An Owner will need to restore the user profile for the user in the Manage Organization and Workspaces page, and then the user can be re-invited to the Workspace.
  • Only Owners can adjust other Owners and remove users entirely from an Organization, but this must be performed from the Manage Organization and Workspace page.

Imported Users

An Owner or Admin of the Workspace can Map an imported user to an existing user or can send a new invite via email for a specific role permission (Admin, Member, or Observer depending on the plan).

Agent Users

Select "Configure Agent Users" and you'll be redirected to the Integrations pane where you can select the Agent you wish to configure.

For more information on the specfic Agent set up information, please see our Using Agents with Shortcut documentation.

 

The Manage Organization and Workspaces page

The is a great place for Organization wide settings and user management. The functionalities available depends on whether you have Owner/Admin permissions or only Admin permissions.

Note: Admins will only see Manage Workspaces on their main dashboard if seeking to access this page.

Search and filtering features are the same for both roles but the management features differ slightly.

  • Admins:
    • Can view and manage user membership and user roles across the entire Organization and all Workspaces
    • Can view the Removed Users and Invites for new users list
    • Access the "Invite New Users" page for a Workspace
    • Export data for a Workspace
  • Admins with Owner status:
    • Can do everything an Admin can do as noted above.
      • And also...
        • Make another user an Owner
        • Restore removed user profiles via the Removed user list
        • Adjust the Organization name
        • Disable, Reenable, and Delete Workspaces
        • Disable, Reenable, and Deletion the Organization

 

Note: Only an Owner can manage another user's Owner status and permissions in a Workspace. 

Inviting New Users

Selecting the Invite action for a specific Workspace from the Manage Organization and Workspaces page will redirect you to that Workspace's "Invite New Users" Settings page. click the Invite button next to the Workspace name.

In the Invite dialogue, you’ll be able to enter the email address(es) and choose the desired user role. Click Send Invitations when you’re done.

Note: Free plan accounts can only invite new users as Admins. For access to invite users as Members or Observers, please consider upgrading to a paid plan.

Add an existing user to another Workspace in your Organization

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  1. Find the user’s row in the table.
  2. In that user's row, click Add as… to get a drop-drown menu under the Workspace you'd like to add the user to, then choose their user role for that Workspace.

Note: Users can be associated with one Workspace, all Workspaces, or any combination of Workspaces that suit your Organization's needs. A user can also have different roles in different Workspaces; for instance, a user might be an Admin of Workspace A, be a Member in Workspace B, and need only Observer access to Workspace C.

Change a user’s role in a Workspace

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  1. Find the user’s row in the table.
  2. In that user's row, click the role (Owner, Admin, or Member) drop-down menu under the desired Workspace, then choose a different role.

Note: Free plan accounts only have access to the Admin user role. For access to Member and Observer roles, please consider upgrading to a paid plan. For more information about the different roles, see Shortcut User Roles.

To adjust a user to be an active Owner or demote from being an Owner:

Note: This action can only be performed by another Organization Owner or via a Support action. If needing to transfer Ownership, see the "Transferring ownership of an Organization to another user" section below.

  • Find the user in the list or via Search
  • Toggle Owner status on or off for that user
    • Ensure their user role is changed to reflect the permissions needed in each Workspace

Remove a user's permission in a Workspace

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  1. Find the user’s row in the table.
  2. In that user's row, click the trashcan icon (Disable user in this workspace.) next to their role under the desired Workspace.
  3. Their user role will turn grey and say Disabled

Re-enable a user's permissions in a Workspace

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  1. Find the user’s row in the table.
  2. In that user's row, click the Enable button under the desired Workspace.

Removing Users from your Organization

Note: This action can only be performed by an Organization Owner.

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A user can only be removed from an entire Organization after they have been disabled in every Workspace.

  1. Once you've disabled the user in every Workspace using the trash can symbol next to their user role, click the trashcan icon next to their name. The mouse-over a message will appear that says: Remove from the Organization
  2. Confirm the action and a pop-up message will appear in the lower right corner notifying you that the user was removed from the Organization.

Note: If you are an Organization Owner, to remove another Owner user from your Organization:

    • First toggle Owner status off for that user
    • Disable their user permissions in all Workspaces using the trash can symbol next to their user
    • Select the trash can symbol next to their name to remove from the Organization entirely

Re-enable users who've been removed from your Organization

Note: Only an Organization Owner can re-enable a removed user.Video_25-06-23_13-16-35.gif
  1. Select the Removed Users option to view all removed users.
  2. Find the user you’d like to re-enable in the table.
  3. Click the Recycle icon next to their name. You’ll see a confirmation message the user profile has been re-enabled and a note next to their name that says: “This user is now eligible to be re-invited to a Workspace through that Workspace's invite Settings screen.”

Transferring ownership of an Organization to another user

If the current Owner is available:

If you're the current Owner, you can transfer ownership of the Organization to another user.

  1. Go to your Organization and Workspaces Dashboard (click on your company's logo in the upper left corner, then click on View All Workspaces).
  2. Once there, click on Manage Organization and Workspaces.
  3. Find the user’s row in the table and toggle the Owner status on for that user.
  4. You'll be asked to confirm the action.
  5. Click OK to confirm

If the current owner is no longer with your company or is not available:

If the current owner is no longer with your company or is not available, we can change ownership of the account for you following a quick security measure. You will need to submit a written request to support@shortcut.com from an email address in the company's domain (if applicable) with a PDF document that contains the following:

  • The account URL
  • The name and email address of the previous account owner
  • The name and email address of the new account owner
  • The last four digits of the credit card number on file (if applicable)
  • The billing address of the credit card on file (if applicable)

The information should be in a letter on your company letterhead, signed by a manager at your organization. If your company doesn't have letterhead, please be sure to include your company's mailing address and phone number in the letter. 

 

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