Beam Notes: User Management

Our User Management tools are designed to support you with:

1. Visibility of the users who have access to Beam Notes
2. Managing the teams those users are associated with
3. Adding new users to Beam Notes
4. Deactivating user accounts on Beam Notes
5. Re-assigning teams and managers

1. Who has access to Beam Notes?

As organisational admin you will now have access to an option from the sidebar called “Manage”.

Clicking on the sub-menu titled 'Users' displays all users in your organisation with access to Beam Notes. You can search and filter users by specific teams, as well as adding users individually or via bulk upload.

2. Managing User Teams

As well as filtering by specific teams, you can also manage which team a user is associated with. This can be accessed by choosing the 'Edit User' option. You can edit the first and last names of a user, as well as their account email address.

3. Adding New Users to Beam Notes

There are two options to add users to Beam Notes

1. You can add individual users by selecting the 'Add User' option in the top right of the screen. Make sure to put the lowest level team according to your organisational hierarchy. 

2. To add multiple users, go to the Bulk Upload page (top right of the Manage screen). Download the template, fill it in, and upload it to add everyone to Beam Notes in their correct teams.

There are 3 fields that must be filled in (please note: the other headings, regardless if populated or not, must remain on the sheet):

• first_name
• last_name
• email

The remaining fields are optional (but must remain undeleted for the upload to process):

• team - fill this in with the exact team name, if you want the user to be assigned to a specific team. 
  • Note: the team must be created before the upload. Adding a team name for a team that has not yet been created will not work.
• managed_teams - if you want your user to be assigned as a manager to a specific team or teams or level within your organisational hierarchy, fill in the exact name of the team(s) here, separated by commas. 

Note: You will be notified of any file errors or issues with specific users. For user-specific errors, we will import all unaffected users and direct you to those with issues in the error message.

Please view a photo of a table below for how the .CSV file should look.

4. You can deactivate/disable user accounts with this feature. You can also re-activate using the same feature.

Open up the user profile, and to deactivate and reactivate, click the check box and click 'update user'.

5. You can also use the bulk upload Excel sheet to re-assign teams and/or managers. Simply repeat the steps above for the new users.