How to manage users
A user in Landscape is an individual who can perform tasks, view information, or otherwise utilize the program’s services. Add a user to your Landscape account to give them access to your data. Disable or delete a user to prevent them from accessing your data.
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Add a user
When you start a new Landscape subscription, you are the only user. Add users to your account to give them access to your Landscape environment, and to assign them to records and tasks.
Users must be added to your account to be selected as a Portfolio or Project record Lead/Team Member, or to collect site visit data for you in the mobile app. Only users with the Standard interface can be assigned to Tasks.
Prerequisites:
You must be an Administrator to add users.
Instructions:
- Go to Settings (gear icon) > Account > Users.
- Click + Add User.
- Fill out the new user’s information.
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Enter an email address to use as the user name This is the email address the user will use to log in. A user can access multiple Landscape accounts with the same email address. |
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Choose a contact to associate with the user Create a new user or link to an existing contact record. Start typing to search for existing contacts |
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Select a permission role for the user Permissions determine what the user is allowed to see and/or edit. Users can be assigned multiple permission roles. If a user is assigned to more than one role, the least restrictive permissions will be applied. |
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Select what Landscape interface you want them to have
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Select a default time tracking role for this user Whenever this user adds a Time Tracking entry, the category you select here will be applied to that entry by default. Go to Settings > List Items > Work Items > Time Spent to edit the list of time tracking roles. |
- Click OK. You'll be shown a confirmation message along with this user’s temporary password. This is the only time you will have access to the user’s password.
Save the temporary password somewhere until you have confirmed that the user is able to log in, in case they do not receive their invitation email. Once you navigate away from the message, you will lose access to the temporary password.
The message also asks if you want to send an email invitation to the new user. If you select Yes, an email will be sent to that user along with their temporary password. Once they log in, they will be able to change their password from the Profile page.
If you select No, you can send the user an invitation to join later by selecting the check box next to their username and clicking the letter icon next to 'User List'. Use this feature to send multiple invitations at once by selecting multiple users at once.
Edit a user
You can make changes to a user's information after they’ve been added to your account.
Prerequisites:
You must be an Administrator to edit users.
Instructions:
- Go to Settings (gear icon) > Account > Users.
- Click on the user you wish to edit. A panel will appear on the right side of the screen.
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- Click on the button that corresponds with the action you need to perform, and follow the on-screen prompts that appear.
| Send invitation email | Sends an email to the specified User Name to alert the user that they have been invited to join your Landscape account. If this is the first time the user has received the email, it will contain a temporary password. |
| Set Default Work List Filter | Establishes the categories of work items this user sees by default when they open the ‘Work’ tab on a Portfolio record. The user can adjust this filter in individual records. The user will only be able to see work items allowed by their Permission Role. |
| Deactivate User | Temporarily remove this user’s access to your account. Read more in the following section. |
| Delete User | Permanently remove this user’s access to your account. Read more in the following section. |
| Edit User Account Details | Change the user’s login email address, interface, and default time tracking role. |
| Add/Edit User Contact | Create or change the Contact record associated with this user. Every user requires a Contact record. |
| Change permission roles | Select the Permission role(s) granted to this user. Permissions roles are defined on a separate page in Settings. If a user is assigned to more than one role, the least restrictive permissions will be applied |
Deactivate or delete a user
Remove a user’s access to your Landscape account temporarily or permanently.
Deactivate a user
Deactivating a user keeps them in your User List but prevents them from logging into Landscape. This might be a common scenario if you have seasonal volunteers or interns who need temporary access to Landscape and may return at another time. Deactivating a user is also a good option when you want to ensure that all historic data remains unaffected and searchable, since deleting a user results in some data loss.
Delete a user
Deleting a user removes them from your User List entirely. They will no longer have access to your account unless you create a new user for them.
What happens when a user is deleted?
⛔️ User is deleted and access to Landscape is revoked
⛔️ User removed from team lead and member assignments in records and projects
⛔️ User removed from all task assignments; the task assignee field will be blank
✅ Contact associated with User remains, including any communications linked to the Contact
✅ Time Tracking entries remain
✅ Data the User created and entered remains
⚠️ Dashboard Widgets and Data Viewer Views can be transferred to another User
Prerequisites:
You must be an Administrator to deactivate or delete a user.
Instructions to deactivate a user:
- Go to Settings (gear icon) > Account > Users.
- Click on the user you wish to edit. A panel will appear on the right side of the screen.
- Click Deactivate User. A message will appear asking you to confirm your choice.
You can Activate a user by clicking the "Activate User" button in the user editor.
Instructions to delete a user:
- Go to Settings (gear icon) > Account > Users.
- Click on the user you wish to edit. A panel will appear on the right side of the screen.
- Click Delete User.
- Review the implications of deleting the user. Click Next.
- Manage the transfer of the user’s data. This option allows you to transfer ownership of views and dashboard widgets which that user created. Select the user who will assume ownership of the data from the dropdown list. If you don't want to transfer anything, leave the input blank.
- Click Finish to delete the user.
If you re-add this user in the future, you will have the option to associate them with their previous Contact record (as long as the Contact was never deleted). However, re-adding them will give them a new Landscape User ID. This means that querying for work records created or modified by the new user will not include items associated with their previous time as a user in your account.