Howspace Account Manager is a system for the account's main users to monitor and manage their usage of Howspace from one place.
To access it, main users can find the link in any of their workspaces by going to their "Profile and Account" menu:
Account Manager can be navigated through the sidebar menu:
Dashboard
The dashboard is the default view and the landing page. It contains an overview on the amount of workspaces (open and archived) and users (participants and admins). Information on workspace activity can also be seen in two graphs (daily and monthly activity).
Tip: You can filter what information is visible in the graphs by clicking on the colors above the graph.
Settings
The settings view is divided into five tabs: organisation, workspaces, emails, integrations, and API.
Organisation
Here, you can edit options that concern the entire organisation/Howspace account.
Organisation name: you can edit it in case it changes at some point (this is visible to users in My Howspace)
Visuals: you can see & define the workspace that is used as the source for default workspace visuals.
Login: control whether main users should access Account Manager with an emailed PIN code or SSO.
Translations: you can choose whether to use DeepL & (and Amazon Translate as backup - this provides best results) or Amazon Translate only. Here, you can also upload a Glossary & Exclusion list.
Invoicing: you can edit billing information
Custom links: you can define links that will be shown in the "me" menu for all users in all of your workspaces. More about custom links here.
Workspaces
Here, you can edit workspace default settings as well as define who can create new workspaces.
Workspace creation permissions define who can create workspaces. If left empty, only main users can create new workspaces. You can define either specific email addresses or domains. You can also select whether or not you allow users to request upgrading a draft workspace they created.
The rest of the settings here define the default settings that will be selected in any new workspace created under your organisation's Howspace account.
Note: the defaults only apply to new workspaces that are created from scratch. If they are duplicates they will contain the settings of the original workspace.
Emails
The platform has default emails that are used in a variety of situations, e.g. when a user is invited to a workspace or when they receive a notification. Here, main users can edit default emails in any available language.
Note: platform defaults are used unless you specify otherwise. This section will only show default emails you have specifically edited.
Integrations
Single Sign-On (SSO): here, you can create a new SSO configuration (see our guide here) or edit an existing one.
System for Cross-Domain Identity Management (SCIM): here, you can configure SCIM to be used in provisioning users.
LinkedIn: add your organisation's LinkedIn ID to make sure certificates awarded in your workspaces are connected to your organisation.
Learning Tools Interoperability (LTI): configure and edit LTI settings.
Remote sources: define new remote sources to be used for provisioning users via remote source sync.
API: create, edit, delete and view API keys. See this article for available functionality.
Main users
Here, you can see, create or delete all your main users who have access to the Account Manager. Please consider carefully who you grant this power to, as they have the ability to permanently delete or alter any workspace or users.
From this view you can also send emails to any or all main users.
Billing
Find information about your Howspace usage and billing. You can see a breakdown of your user and workspace numbers as well as limits your account has.
Workspaces
Here you can see and manage all workspaces under the account. From the preview you can see the name and URL of the workspace, the number of participants and admins (note that admins might also have the participant role), when the workspace was created and most importantly the actions you can take to control the workspace.
Tags
Tags are a useful way to organise your workspaces and make managing them easier. You can find the "tags" dropdown menu next to the search field at the top of the view. There, you can create new tags or one of your existing tags to view workspaces matching it. This is what the edit view looks like:
Note: Adding, deleting and editing tags as well as filtering the workspaces view using them is only available in to main users and can only be done in Account Manager.
To add a tag to a workspace, simply edit the workspace from the "..." menu to the right side of the workspace in question, scroll down to the tags section and select one or more tags:
Other options
From the menu behind the "..." menu on the right side of any workspace, you can take the following actions:
Edit workspace
Here, you can edit various settings for the individual workspace (language, security settings, login options, and what features and widgets are enabled)
Archive workspace
Archive any workspace that is not in use or needed at the moment
Archived workspaces are not included in your invoice, and they can be restored later. Read more about archiving.
Schedule workspace archival
Duplicate the workspace
Creates a duplicate of the existing workspace with a new name.
A great way to create a fresh copy of your workspace without any users or user-generated material.
Create a template out of the workspace
You can also click on the name of the workspace to access the users page, where you can:
See a list of all users in the workspace
See all deleted users
Create admin users
Search for specific users
Edit the roles of users (add or remove admin role)
Send email to admin users
Delete a user from the workspace
Finally, you can click on the icon to the right of the name to open the workspace itself in another tab:
Workspace users
This tab contains a list of all users across all of your workspaces. For each user, the list contains the following information:
email address,
the last time they logged into any workspace under your account,
the number of workspaces that the user is an administrator in, and
the number of workspaces that the user is a participant in.
In the "..." menu to the right of each user, you can:
Edit their name or email address - this change affects all workspaces they have a profile in,
See all the workspaces they have a profile in, and
Delete the user from all workspaces under your account.
Upgrade requests
Here, you can see all the pending, approved, and rejected draft workspace upgrade requests. On the pending tab, you can approve or reject any upgrade request.
Inactive workspaces
This page is divided into two views: open workspaces (that are pending archival) and archived workspaces (that are pending deletion). For more information about automatic archival and deletion of workspaces, see this article.
For each open workspace that is pending archival, you can see:
The name of the workspace
Invoicing reference, if any
Number of admins and participants
When the workspace was created
When anyone last visited the workspace
When the workspace will be archived
For each archived workspace that is pending deletion, you can see:
The name of the workspace
Invoicing reference, if any
Number of admins and participants
When the workspace was archived
When the workspace will be deleted
In the "..." menu of an archived workspace visible here, you can re-open the workspace, opt to keep it archived (resets the timer of automatic deletion), or delete the workspace right away.
Note: This page only shows workspaces that have been sent a reminder for archival or deletion already.
Being a main user does not necessarily mean you have access to any workspace. You do, however, have the ability to add yourself to any workspace as an admin.