CONTENTS

• User Levels - Who can do what?
• Invite a User to a Project
• What will my Invitees Receive?
  • 1. Brand New Lumi Users
  • 2. Existing Lumi Users
• Expired Invites and Reminder Emails
• Bounced and Undelivered Invite Emails
• Resend an Invite
• Manage Users for a Project
  • 1. View, Sort & Filter Users
  • 2. Send FYI to a Lumi User
  • 3. Remove Users from a Project
• Manage Users for your Organisation
  • 1. View all Users for your Organisation
  • 2. Sort & Filter Users
  • 3. Add or Remove Projects for a User
  • 4. Edit a User's Access Level
  • 5. Delete a User from the Organisation

User Levels - Who can do what?

There are 3 user levels within Lumi. Lumi User levels are quite flat, and even Team Member access allows users to do most of the day to day tasks.

1. Account Admin: Highest level of access. Able to set up new projects at the organisation, assign and deactivate all other users to any project. We recommend only a select few key senior administrators or executive staff are Account Admins.
2. Project Admin: Intermediate access. Able to invite users to projects that they have access to, and can allocate Project Admin or Team Member access. They cannot create new projects, but they can perform most other tasks. This level is great for senior members of the team.
   
3. Team Member: Lowest level of access. Team Members can access the projects they are assigned to and can do most day to day Lumi tasks. They can invite other users to projects they have access to, but they can only give them Team Member access.

For more detailed info what each user can do see below:

Who can invite new Users to Projects?

• Account Admins can add new users to any Project in their Organisation. They can assign any of the three User Levels.
• Project Admins can only invite users to Projects that they have access to. They can invite users as Project Admins or Team Members.
• Team Members can only invite users to Projects that they have access to. They can only invite users as Team Members.

Invite a User to a Project

1. Open the project you want to invite a user to.

2. Click your avatar on the bottom-left to see the user menu.

3. Select "Access Management".

5. Click the plus (+) button in the top-right corner. 

The "Invite Users" dialog will open.

6. Populate the following fields: 

Project(s): This will auto-populate with the current project. If you want to invite a user to multiple projects click the dropdown menu and select the desired projects. Project Users and Team Members will only see projects that they have access to, which prevents them from inviting users to projects they don't have access to. 

Email: Type the email address they will use for their Lumi account. If the invitee is a new employee, make sure that their email account is active before sending the invite. See "Bounced and Undelivered Emails" below for more information.

Note, you can add multiple users at once by pressing the plus (+) button to the right of the last user you added. You can also remove users by clicking the bin icon next to them.

Level: Select the desired User Level. Lumi User levels are quite flat, and even Team Member access allows users to do most of the day to day tasks.

1. Account Admin: Highest level of access. Able to set up new projects at the organisation, assign and deactivate all other users to a project. We recommend only a select few key Senior Administrators or Executive Staff are Account Admins.
2. Project Admin: Intermediate access. Able to invite users to projects that they have access to, and cal allocate Project Admin or Team Member access. They cannot create new projects, but they can perform most other tasks. This level is great for senior members of the team.
3. Team Member: Lowest level of access. Team Members can access the projects they are assigned to and can do most day to day Lumi tasks. They can invite other users to projects they have access to, but they can only give them Team Member access.

For a detailed list of what the different User Levels can do, click here.

Message: This will auto-populate with a default message. You can edit the message, but be aware that the change will apply to future invites, until you change it back. The change will only apply to you, not other users.

7. Click "Invite". This will trigger an email to go to the nominated email address(es), inviting the new user(s) to login to Lumi. 

See below for more detail about the invitee's experience.

Your new invitees will display on the "Users" page with the Status "Invited". 

Once they've accepted, and completed the brief set-up process, they will display as Status "Accepted". Their name and avatar (if they upload one) will also display. 

What will my Invitees Receive?

Your invitees will receive an email within a few minutes of sending the invite with a link to login to Lumi. 

1. Brand New Lumi Users

Your brand new Lumi invitees will receive an email with the subject line "You have been invited to Lumi". When they "Click to accept invitation" in the email, they will be taken to the following page to set up their password.  

Password requirements

Lumi Passwords must be at least 8 characters long and contain at least one uppercase letter, one lowercase letter, one special character, and one number.

Then they'll be prompted to login to Lumi.

Once they login, they will be taken through a few setup questions asking for their full name and phone number.

They'll have the option to upload an avatar image.

Once they've completed their setup, Lumi will display the Project(s) they've been invited to.

2. Existing Lumi Users

When an existing Lumi User is invited to new project, they will receive an email with the subject line "You have been invited to a Lumi project". 

When they "Click to accept invitation" in the email, Lumi will open to the new Project's Dashboard, or to the Projects page (see below) if they were invited to multiple projects.

Expired Invites and Reminder Emails

Invites expire within 7 days for security reasons. Invitees will receive multiple reminders, and you'll get an email letting you know if they have accepted or if their invite has expired and you need to resend it.

Bounced and Undelivered Invite Emails

If an email bounces or is undelivered you will need to contact support@lumi.media so that they can remove the email address from a suppression list. This will ensure that the next time you send it it won't be blocked. 

Once this is done you can simply resend the invite.

Resend an Invite

1. Open the project you want to resend an invite for.

2. Click your avatar on the bottom-left to see the user menu.

3. Select "Access Management".

4. Locate the user you want to reinvite. They will have the status "Invited". 

5. Right click on their row to open the context menu.

6. Click "Reinvite User". 

You will see the toast "Invitation Sent!" in the bottom-left corner.

Manage Users for a Project

Each Project has a "Users" page that allows you to view and manage all users for the Project.

    1. Open the relevant project.

    2. Click your avatar on the bottom-left to see the user menu.

    3. Select "Access Management".

This will take you to the "Users" page within your Project. 

1. View, Sort & Filter Users

On the Project "Users" page you can view all users that have access to that Project. You can sort and filter users by name, email, teams, level and status (ie Invited, Accepted).

    1. Hover over the column heading that you want to filter or sort by, and you'll see the "hamburger" icon.

     2. Click the "hamburger" icon to open the filter & sort options.

     3. Enter or select your search parameters.

Note, all users (ie Account Admin, Project Admin and Team Members) can see who has access to the project that they are working in and what level of access they have.

User details cannot be edited on the Project "Users" page.

2. Send FYI to a Lumi User

All users can send FYI's to other users from the Users page.

1. Select the user(s) you want to send an FYI to. The bulk actions menu will open on the right.

2. Click the FYI iconin the bulk actions menu.

3. The "Send FYI" dialog will open.

4. Type your message and click "Send".

3. Remove Users from a Project

Account Admins and Project Admins can remove users from the project on the "Users" page.

Find the user you want to remove, then right click on the row to reveal the context menu.

Click "Remove [user name] from Project".

The user will be removed from this list and a "User removed" toast will display at the bottom right. 

There is currently no automated email sent to the removed user.

Note: Removing a user from a Project does not delete the user from the organisation, it only removes their access to this specific project. See the following section on how to delete a user from the organisation. Only Account Admins can delete a user from the organisation. 

Manage Users for your Organisation

Every Organisation has a User Management page to track all users in every Project under your account. 

Note, only Account Admins can view or edit this page.

1. View all Users for your Organisation

To access the Manage Users page, select your personal avatar in the bottom-left corner of your Lumi browser, and select "Manage Users". Note, only Account Admins will have "Manage Users" listed in the sidebar menu.

The Manage Users page will open, showing all users in your Organisation.

You can view each Users: 

• Avatar - each user can upload their own image as their avatar. If they have not uploaded an image, it will default to a random colour with their initials.
• Name - User's name as specified in their setup.
• Email - this is the email that they login to Lumi with.
• Projects - lists all projects they have access to. You can double click the cell to add or remove their access to projects.
• Level - this is their Lumi User Level (either Account Admin, Project Admin or Team Member). You can edit their access level here by double clicking on the cell. 
• Status - Invited or Accepted. "Invited" means they have been sent an invitation but they haven't yet accepted it by login into Lumi and setting up their profile. "Accepted" means they've accessed Lumi and set up their Lumi profile.

2. Sort & Filter Users

You can sort and filter users by name, email, projects, level or by status (ie Invited, Accepted). 

Hover over the column name that you want to filter or sort by, and you'll see the "hamburger" icon.

Click the "hamburger" icon to open the filter & sort options.

3. Add or Remove Projects for a User

To edit a user's access to Projects, double click the Project row next to their name and select (or unselect) projects to give that user access. 

Please note, users will get an email notifying them that you have added them to a new Project. 

4. Edit a User's Access Level

Only Account Admins can change a user's access level. 

To edit a user's access level, double click the relevant cell and select the level you'd to assign.

5. Delete a User from the Organisation

1. Find the user you want to delete. 
2. Right click on the relevant row to reveal the context menu. 
3. Click "Delete User".

The user will be removed from this list, and you'll see a "User Deleted" toast.