ArcGIS Online

Time-saving tips for managing members in ArcGIS Online

This article was originally published on January 21, 2021 and has been updated.
Banner photo by Thea Ye on Unsplash.

If you’re an administrator of your ArcGIS Online organization, member management is likely an important part of your work. To ensure you have enough time for everything on your to-do list, efficiency is key.

The organization page Members tab provides a central location for managing members. Whether you need to assign add-on app licenses, add members to groups, or perform any other member management task, ArcGIS Online includes time-saving capabilities such as filters and bulk actions to help you get the job done.

This article describes how to manage app licenses and groups for members with a specific user type; allocate more credits to members; and manage members in a specific member category, including revoking licenses, reassigning content and groups, and deleting member accounts.


For a demo of the capabilities covered in this blog article, check out the following video:

Manage app licenses and groups

Suppose you want to assign ArcGIS Navigator licenses to the mobile workers in your organization.

To get started, sign in as an administrator, click Organization at the top of the site, and click the Members tab to see a list of members in your organization.

Organization page Members tab

Now take advantage of the filters on the left to find the mobile workers. Under User type, select Mobile Worker to filter the list of members.

Filters pane with User type filter expanded and Mobile Worker selected

Assign licenses

With only the mobile workers listed, you can quickly assign ArcGIS Navigator to these members. Check the box at the top to select all the members and click Manage add-on licenses.

Filtered members list showing selected Mobile Worker members and Manage add-on licenses option indicated

Find and select ArcGIS Navigator, click Save, and you’re done.

Alt: Manage add-on licenses window with ArcGIS Navigator selected

All mobile workers in the organization now have a Navigator license.

Assign groups

Now let’s say you want to add these members to a group you created for managing mobile staff and data collected in the field.

With the mobile workers still selected, go to the More menu and click Manage group membership.

Filtered members list showing selected Mobile Worker members and Manage group membership option indicated

Search for the group, select it, and click Save.

Assign groups window with search keyword “field” and Yoho Field Collection group selected

The mobile workers are now members of the group.

In just a few clicks, you assigned Navigator licenses to mobile staff in your organization and you assigned the members to a field collection group. Now you can move on to managing credits.

Allocate more credits to members who need them

Credit management is a common task for many organization administrators, but it doesn’t have to be a time-consuming one.

As members of your organization complete their daily work in ArcGIS Online, the number of credits allocated to them may become low. Before you start receiving a slew of email requests for more credits, you can proactively update the credit allocation for members who are running low.

Again, the filters on the Members tab are your best friends. If necessary, start by clearing the existing filters and selection to return to the full list of members.

Now expand the Credits remaining filter. You want to find members who have fewer than 300 credits remaining so you can increase them to 500 credits. Under Less than, type 300 and press Enter to filter the members list.

Credits remaining filter expanded with Less than 300 entered

Select all the members in the filtered list using the check box at the top and click Manage credits.

Filtered members list showing members with fewer than 300 credits selected and Manage credits option indicated

Increase the credit allocation and click Save.

Set credit allocation window with Set allocation option selected and 500 entered

Manage members in a specific member category

For organization administrators, a common task is managing members’ licenses, content, and groups. For example, suppose several interns will soon be leaving your company, but you want to revoke their add-on licenses before the interns leave to free up the licenses to assign to other members. You also want to maintain the valuable content assets and groups the interns owned.

Fortunately, ArcGIS Online offers an easy way to manage member licenses, content, and groups in bulk. If your organization has set up member categories, you can use them to find the interns who are leaving the organization. In this case, you want to find interns in the Conservation department.

Tip: You can also use member categories to assign members to groups in bulk. For more information, see the Use member categories to manage group membership blog article.

Revoke licenses

First, you will filter the members list using the member categories filter and revoke the interns’ add-on licenses.


Filters pane with Categories filter expanded and Conservation > Interns selected

After filtering the list, select the members and click Manage add-on licenses.

Then deselect the selected licenses and click Save.

Members list filtered by member category showing 6 interns selected with the Manage add-on licenses option indicated

Reassign content and groups while deleting a member account

Using member categories, you can also easily transfer each intern’s content and groups to another member while deleting their accounts, all in one bulk action. Reassigning the intern’s content and groups to another owner allows the organization to continue maintaining the items and groups moving forward.

After filtering the list of members using the Interns member category, select one of the interns. Click the Options menu and click Delete member. Specify a new owner for the member’s content and groups and then click Delete member.


Intern list with one member selected and Delete member option indicated in the Options menu

The intern’s content and groups have been reassigned and the intern’s account has been removed from the organization. You can now repeat this step for the other interns who are leaving the company.

Learn more

To learn more about managing members and other organization administration tasks, see the following resources:

About the author

Jennifer Wrightsell-Hughes is a documentation content creator for ArcGIS Online. She has a degree in Journalism and over 20 years of experience creating and editing content, including product documentation, tutorials, blog articles, guides, and videos. In her spare time, Jennifer enjoys practicing yoga, painting, and spending time at her cottage.

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