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User Management

Here, you will find information about how to manage users within Happeo

Table of contents

  1. What is User Management?
    1. What are seats?
  2. Seats overview
    1. Pulling in users from Azure and Okta
    2. Invited users who are waiting to be seated (pending)
  3. How does seating work?
  4. Seating and unseating users from Google Workspace
    1. Seat users from Google Workspace
    2. Unseat users from Google Workspace
      1. Remove seats from an OU
      2. Remove a seat from a specific user
  5. What if there are no available seats?
  6. What is the "Auto increase total seats" option?
  7. How to manually assign seats to users
  8. Permission management

What is user management?

The User Management section within your Admin settings enables you to allocate which users are being pulled into your Happeo environment and which users receive seats and permissions. 

In the past, the methods to manage users within Happeo was limited since controlling which users you wanted within your environment had to be done outside of Happeo (e.g. in Google). Now, there is more flexibility within Happeo to manage exactly which users have access to your Happeo environment, such as through seats.

What are seats?

A seat refers to the permission of access a user has to your Happeo environment. For example, you may have a number of assigned and available seats, all of which are and are not yet occupied by users within your environment. 

Note: Seats are the new terminology in place of licences, as the meaning between the words is interchangeable.

Seat capping, on the other hand, refers to a limit that can be set on the number of seats that can be assigned. For more information, please see our article called Seat Cap.

Seats overview

To find an overview of the seats within your Happeo environment, you must first be a platform administrator and navigate to:

  1. Admin settings (click on your avatar)
  2. User management

Within your seats overview, you can find a summary of:

  • The percentage of used seats 
  • Total seats (your current seat cap) 
  • Assigned users (the number of users who have been seated)
  • Available seats (the number of seats that can still be assigned)

Additionally, you can find all the users who occupy seats within your Happeo environment and the OUs (Google only) to which they belong.  

Moreover, you can find:

  • Seated users based on your provisioning source
  • Seated invited users
  • Users who are waiting to be assigned
    • These users would be qualified for a seat and access to Happeo, but have no seat available because the seat cap has been reached
    • These users have auto seating turned on
    • You can remove seats from existing users, or purchase additional seats to allow these users to access the platform
    • Once more seats are available, these users will be seated automatically
  • Admins
  • Users who have not been assigned a seat 
    • These users have been set to not automatically receive a seat, even if seats are available. This means that these users do not have access to the Happeo platform
    • You will need to assign a seat to these users individually or seat the Organisational Unit (OU) to which the users belong (Google only)
    • Alternatively, you may have reached the seat cap and therefore you will need to remove seats from existing users or purchase additional seats
  • Suspended users

Pulling in users from Azure or Okta

For Azure and Okta, you still set which users will be synced from the Application Connector. From there, you choose which groups and users will be synced to Happeo.

Invited users who are waiting to be seated (pending)

When an invited user’s seat is pending, this may be because you’ve reached the maximum capacity of seats. If you would like to have these users seated, please add more seats.

For more information about invited users, please see this article

How does seating work?

Users who are seated have been given access to the Happeo environment. This access can be given based on OUs (Google only) to which the users belong or by email address, separately from OUs. 

For Azure or Okta, access is set within the Application Connector where the sync scope is set.

Seating and unseating users from Google Workspace

Seat users from Google Workspace

To seat users from Google Workspace, please ensure that you have enabled the Google Workspace integration and turned on user synchronisation. For more information, please read this article.

  1. Navigate to User Management > Google Workspace
  2. Make sure that your OU list has been updated. You can update it by clicking on Update OU list next to Last update of the organisational units list
  3. Select a sync option
    1. Don’t update users from Google Workspace – Disables the update of users from Google Workspace (and therefore you will not be able to seat any OUs)
    2. Update all users from Google Workspace – Synchronises every user from every OU within your Google Workspace, enable auto seating and manage permissions
    3. Update users from selected Organisational Units – Allows you to select specific OUs that you want to sync into Happeo, enable auto seating and manage permissions

Note: When syncing and seating OUs for the first time, you will not be able to manage permissions before you hit save. 

By clicking on Update users from selected Organisational Units:

  1. Select the OUs you want to add
  2. Select sync if you want to keep users and their personal details updated from Google Workspace for the selected Organisational Units
  3. And/or select auto seat to automatically assign users in the selected OU seats
  4. You can also manage permissions for a specific OU by clicking on Manage (this option will appear when you hover over an OU)
  5. Click on Save
  6. You will then be presented with a review of the sync preferences
    1. Deselected – The OUs you have deselected (this should be 0 when you are seating OUs for the first time) 
    2. Selected – The OUs you have selected
  7. Select Save again if all looks good
  8. Navigate to Users and refresh the page

Unseat users from Google Workspace

Remove seats from an OU

Navigate to:

  1. Google Workspace
  2. Click on Manage next to the OU you want to unseat
  3. Select Unseat users (you will receive a message stating if you want to unseat the users; click on Unseat users)
  4. Go to Users and refresh the page. You should now see an increased total number of available seats and a decreased number of assigned seats

Remove a seat from a specific user

To remove a seat from a specific user, navigate to:

  1. Users
  2. Go to either All seated, Google or Invited filter (depending on the list of users you are looking for)
  3. Select the three dots next to the user you want to unseat
  4. Click on Permission management
  5. Select Unseated and click on Save

What if there are no available seats?

If there are no available seats and you have auto seating turned off, you can add more seats even if there are no seats available. Navigate to Users and click on Add more seats under the Seats overview.

Note: You will receive a warning message stating that you are ordering more seats than what was agreed in the Order Form between Happeo and you.

Additionally, if you have users who are waiting to be seated but there are no available seats, a message will be indicated at the top of the Users & Permissions menu stating that a specific number of users are waiting to be seated.

Note: By adding more seats, the number of seats in your subscription will increase until the expiry of the ongoing subscription term. 

Once new seats have been added, you will receive an invoice from Happeo and you will be liable to pay for the seat(s) upfront. 

In case of automatic renewal, Happeo will continue with the current seat cap.

Once you confirm that you understand the conditions of adding more seats and that you have the authority to do so, you will be instructed to add the number of seats you would like to add to your Happeo environment. This can be as many as you like.

If your company requires you to have a purchase order for additional paid seats, you can add the applicable Purchase Order number here so we can provide it along with the invoice.

You will then receive a confirmation of your purchase and will receive an invoice within 30 days.

What is the “Auto increase total seats” option?

This option, which is toggled on by default, will automatically increase the total number of seats. You can, however, toggle this option off.

When toggled on, the total seats will be increased when new users get added to your environment who are eligible for a seat. These users include invited users. In other words, the auto increasing option will increase seats based on the number of awaiting users and invited users who are pending

Moreover, once the total number of seats has been increased, users belonging to OUs that were set to be automatically seated will be automatically given a seat.

After refreshing the page, you will see the total number of seats increase and the total number of assigned seats increase. 

You can also view your Purchase history next to the Add more seats button.

To toggle on this option, you can find it under the Seats overview title.

Note: If you have a lower seat cap than seated users, the auto increase option will automatically be toggled off

How to manually assign seats to users

To manually assign seats to users, particularly unassigned users in OUs that you have set to not automatically be assigned to seats, you can:

  1. Go to the Unassigned filter
  2. Click on the three dots next to the user you want to assign a seat and click on Permission management
  3. Set the user type to Seated
  4. Click on Save (you will receive a message asking if you are sure, click on Yes I am sure)

Permission management

To manage permissions for individual users, you can do so in the Users tab in the list of users. 

Through the all seated, provisioning source, invited and admins filters, you can view:

  • The users’ names
  • When their accounts were last updated
  • The organisational units they belong to (Google only)
  • Their seat status (assigned, unassigned, pending)
  • Their permissions, namely:
    • Permissions inherited from their organisational unit or group
    • Permission to create Channels
    • Permission to create Pages
    • User-level permissions

By clicking on the three dots next to a user’s name, you can manage their permissions, remove/add admin permissions, and update from the directory

When you select permission management, you can alter the user’s permissions depending on if the option to inherit permissions from organisational unit has been toggled on. 

If toggled off, you can select whether the user has permission to create Channels and/or Pages. You can also set their user type to seated, deskless and unseated.

Once you are done, you can click on save to keep your changes.