ArcGIS Online

Time-saving tips for managing members in ArcGIS Online

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.

You can see these capabilities at work in the following examples of common member management tasks:

For a demo of the capabilities, check out the Time-saving tips for managing members in ArcGIS Online video at the end of this article.

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 Field Worker to filter the list of members.

: Filters pane with User type filter expanded and Field 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 Field 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 Assign groups.

Members list with More menu expanded and Assign groups option highlighted

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

And that’s it. Members can continue their work without interruption because they have enough credits. And you don’t need to spend time responding to emails. Everyone wins!

Remove licenses from inactive members

As members come and go—or change roles, departments, or teams—some cleanup is required to free up or reassign resources like app licenses. For example, your organization may have inactive members who you’ve discovered don’t work with ArcGIS Online, and you need to make their app licenses available for other members to use.

You can do this quickly using the Last login and App filters. First, expand Last login and click Never to filter the list to show members who have never signed in. Then, expand the Apps filter and select the add-on app you want to reassign, such as ArcGIS Insights.

Filters pane showing Last login filter expanded with Never selected and App filter expanded with ArcGIS Insights selected

Select the members in the newly filtered list and click Manage Add-on licenses.

Filtered members list showing 28 members selected and Manage add-on licenses option highlighted

In the Manage add-on licenses window, uncheck the box for the the app license you want to unassign. When you click Save, the licenses are removed from the inactive members and are now available to assign to members who need the app.

Manage add-on licenses window with ArcGIS Insights deselected

Change the ownership of items owned by multiple members

For organization administrators, a common task is managing members’ content. For example, suppose several employees have left your company in the last month, but your company wants to maintain the valuable content assets they owned. Reassigning their content to another owner allows the organization to continue maintaining the items moving forward. Fortunately, ArcGIS Online offers an easy way to transfer these items in bulk.

Simply find and select each of the members whose content you want to reassign. Then click the More menu and click Transfer content.

Members list showing 4 members selected with the More menu expanded and the Transfer content option indicated

In the Transfer content window, select a new owner and a target folder for the items and click Transfer. That’s all there is to it.

Transfer content window showing new owner and 15 items to transfer

Video

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

Learn more

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

About the author

Jennifer Wrightsell-Hughes is the documentation lead for ArcGIS Online. She has a degree in Journalism and over 20 years of experience writing and editing product documentation, lessons, and other content. In her spare time, Jennifer enjoys practicing yoga, painting, and spending time at her cottage.

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