In addition to the information provided in Adding app users to the workspace, this article will provide more advanced information on the Users module.
The Users module is where app users are added to workspaces, and is used to manage their profile information and pictures, as well as their settings or preferences (such as their visibility or activity).
As such, it contains all the app user information associated with the event. You can store the app users' names, company or organization, phone numbers, email address, etc. App user information is fully customizable, as you can edit the default fields that are included for your users or add new ones using the metadata manager.
The module also allows you to quickly find user profiles, as well as sort and filter users.
There are four tabs available in the User's module that you can navigate to. Below we'll provide some information on each of these tabs.
The Users tab is the first one that appears when you go to the Users module.
When you first create a workspace, as the creator of the workspace you will be the first and only app user added here. This is to allow you to access and see the app while you build up your workspace.
This tab is used for the following:
- See the full list of users in the workspace, and perform certain individual or bulk actions.
- Find and access an app user's profile.
- Add new users to the workspace individually or via a bulk import.
- Export a list of all the app users in the workspace.
- Send emails to the app users.
- Configure how the user profile should look in the app.
Below we'll take a closer look at each of these uses.
The users list is presented as a list of the app users included in the workspace. Below we'll take a closer look at the information it contains:
The first user in the list, Sabrina Bryan, is the person that created the workspace. To note, this person's status is currently "hidden", meaning that she cannot be seen by other app user via the app. This is why her information appears partly shaded.
The other 9 users in this list are actual app users.
At a glance we can see the following high-level information regarding these users, taken from their profile information. This includes the app users' first and last names, companies, and positions.
We can also see whether they have already been invited to access the workspace via the app and whether they have already activated (or accessed) the workspace (x means that the app user has not yet been invited/activated the app).
In this instance, only the user called Jamie Knight has been invited and has activated the workspace in their app, as we can see approximately when that occurred (1 month ago).
Clicking on an app user's name in this list will open the app user's profile where you can see all their information and edit it. You can find out more about the information included in an app user's profile by reading the Adding app users to the workspace article.
Users tab actions
You can perform a number of actions from the Users tab, via the following buttons:
Click on this button to add a new user manually to the workspace.
Click this button to export a full list of the app users, in Excel format.
Click this button to import a list of the app users, in Excel format.
More detailed information on adding, exporting or importing app users to the workspace is also available in the Adding app users to the workspace
Click on this button to send emails to the app users. This could be invitation emails or any type of pre-event or post-event follow-up emails. More information on sending invitation emails to the app users is available in the Inviting app users to the workspace article.
In the Users tab, you can also select individual or multiple users, using the checkboxes to the left of the users' first names, in order to perform a number of actions that appear onscreen:
Deactivate and cancel
Clicking this button will deactivate and cancel the selected user(s) in the workspace. This means they will be logged out and no longer be able to access the workspace via their app.
Select multiple (or all) items in the list and then click on this button to access a screen where you can make any type of changes, to all the selected items, in a single stroke.
More information is available in the Bulk editing article.
Hide in app
Clicking this button will make the selected users invisible to other app users in the app.
Show in app
Clicking this button will render the selected invisible users visible again to other app users in the app.
You can use the search bar to find a specific user in the user list, including using their email address.
Profile photos tab
The profile photos tab is used to manage all the app users profile pictures. Here you can upload pictures to your app users' profiles, or download all user profile pictures.
Uploading user profile pictures
Using the Profile pictures tab you can bulk upload pictures directly to your app user profiles in the workspace. This will be much faster than uploading the pictures one-by-one in the individual user profiles, and can also be an alternative to asking your app users to upload their pictures themselves.
To do so, first you'll need to gather all the user pictures into a folder, and rename the files based on the users' IDs. Remember that the recommended format for profile pictures is a 400x400px JPG file.
To find your user IDs, you can download the user list using the Export XLS button mentioned in the Users tab actions section. Below is an example of how this should look, with the IDs highlighted:
For example, the picture for the user called Sabrina Bryan needs to be renamed "User1", the picture for the user named Brian Dawson needs to be renamed "User2", etc.
Once you've renamed the pictures with the corresponding user IDs, you can compress them into a .zip folder, and upload them via the Click or drop photos or zip here button. If you have named the images correctly they will be added directly to the app user profiles.
Downloading user profile pictures
You can also download all the user profile pictures via the Profile photos tab, by clicking on the Get all user photos button. This will download a .zip file containing all the pictures.
The downloaded pictures will be named the same way as they were when they were uploaded (whether done by a Backstage user or an app user).
The Preferences tab contains a number of settings that can be applied to the users added to the workspace, as well as the app user custom lists or links.
There are three main sections in the Preferences tab, that we'll explore in the sections below:
Here you can select whether you want the the app users' pictures to be visible to other app users only when the app user is online, or at any time.
Selecting Offline and online here means that the users' pictures are downloaded as a part of the workspace when activated by the app user (and are therefore stored on the device).
Only applicable when the user's profile is linked to their Linkedin. Here, you can select whether you want the app users' picture that is pulled from Linkedin to be visible to other app users only when the app user is online, or at any time.
The Show photo prompt option here, when selected, means that the app user will receive a prompt asking them to upload a profile picture when they activate (access) the workspace for the first time.
This is used to configure how to approve or verify users that go through public registration.
In this section of preferences you can configure how you would like the app users to look when displayed as items in a users list, as well as the appearance of the visible link that will take the app user to the list of users.
Here you can configure how the link to access the list of people (or app users) will look.
You can configure the visible icon and text ("Title" + "Subtitle") that will be displayed for the link.
Select the icon that will be displayed, or upload a new one and select it.
Here you can select or create the main text label for the link. Here we have selected the existing "People" label).
Here you can configure some secondary text to display, by selecting an existing label or by creating a new one.
This setting is used to configure the filters you'd like to make available to participants when they view the participant list.
Three filters can be enabled or disabled here: country, company, and position:
By default participants will also be able to filter by first name and last name in the list:
Notes: Filtering options are available only for the main participant list in the event, not for custom lists. Participants can only can only search and filter in the pre-defined user profile fields (name, company, country, position), not using custom metadata.
List item appearance
Here you can specify how you would like the items in the list of users to appear (i.e. the actual users in the list):
Three lines are used to configure what app user information will be displayed in a user list. Each line in these settings uses metadata to pull information from the app user's profile in order to display it in the list.
These lines can be edited to use any of the metadata (or fields) available in the users' profiles.
Here you can create custom lists of app users, or groups of users, based on the information present in the users' profiles. To be more specific, here you will actually be creating a link or item which, when tapped by the app users, will open a list of app users.
This list (or link/item) can then be made directly accessible to your app users, for example via an app menu, quick link, or added to a page as a link. You could for example create a group of users from the same organization, and make the group accessible/visible to only users from that organization.
Add a title to the user lis. This will appear at the top of the list in the app.
Add an icon for the user list item or link.
Select whether app users will be sorted alphabetically in the list based primarily on the first letter of their first name, or the first letter of their last name.
Here you can choose who will be part of this user group. This works in the same way as targeting, with rules and conditions. For more information on this please refer to the Targeting article.
Selecting this option will prevent app users from using the serach within the group.
Selecting this option will remove the visual alphabetical indexation (A, B, C) in the user list, so only the list of user's will appear and will be sorted alphabetically.
Group by will work if the Disable index option is selected. Entering a field here (or metadata) will group all app users based on the information contained the metadata field. This could be used to group users per company, by entering the field "company".
Filter by field
This option can be used to enter a metadata so that, in the user list, the app user will be able to see all app users who have the same information as they do . For example, if the "country" field is selected here and the app user's "country" is USA, then all participants from USA will be displayed.
Display template tab
The display template tab allows you to set default settings in Backstage for how the participants will appear in the app.
Details on how the two available display templates for users is available in the Editing display template pages article.