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A user is an individual who interacts with the In the Marketplace Platform through a unique username and password. Each user has a profile consisting of attributes and settings (such as email address, name, profile image, and more). To understand more about users and their role in our platform, see Key Concepts.
Here are some important points about users:
Users can belong to one or more accounts, or none at all.
Users associated with an account have tailored access to modules and functionalities, depending on their permissions.
Users belonging to multiple accounts can also switch between those accounts without signing out of the platform.
Users who don't belong to any account have limited capabilities. Such users can only sign in to the platform and adjust their profile settings. They cannot access any of the platform modules.
Account administrators can access the Users page by navigating to the main menu and selecting Settings > Users.
The page displays all users in your account. For each user, you can view the following details:
User - Displays the user's name and their Marketplace identifier.
Email - Displays the email address used to create the account.
Joined - Displays the date when the user accepted the invite.
If the user accepts the invite and joins your account, the user's status is displayed.
If the user hasn't accepted the invite, only the invite status is displayed. For information on the other statuses, see User States.
Last sign-in - Displays the date and time the user signed in to their account.
Groups - Shows the groups that the user belongs to. If the user belongs to multiple groups, the total number of groups is displayed.
Modules - Displays all the modules that the user has access to.
Buyers - Displays buyers that are visible to the user.
If the user can access the Account Management module, All buyers is displayed because users who can access Account Management can view all buyers in the account.
If the user can only access the Marketplace module, the total number of buyers is displayed.
If the user doesn't have access to either of these two modules, a dash - is displayed.
Actions - Displays options that allow you to edit or remove the user from your account.
The details page of a user provides all information related to the user. You can open the details page by clicking the user on the Users page.
The details page shows all properties associated with the user's profile. It also contains the following tabs:
General - Displays general information of the user.
Groups - Displays the user's group memberships, along with associated modules and buyers.
Contact entities - Displays the buyers and licensees mapped to the user. Clicking the buyer or licensee name displays the details page of the selected entity.
Details - Displays the date and time information related to the user, for example, the date and time when they joined the account and so on.
Account administrators can invite new users to the account.
New users can be added from the Users page in the platform. When you add a new user, an account invitation is generated and an email containing a unique invitation link is sent to the individual. The invite link is valid for seven days.
To join the account, the individual must accept the invitation and complete the registration process. Otherwise, the invitation link will expire, and you must send a new invitation if you still want the person to join your account.
Before adding an individual to your account, note the following points:
Ensure you have the individual's first and last name and email address.
Verify that an account with the same email address doesn't already exist. If an email address already exists, the platform displays a message.
Make sure to add the individual to the correct user group before inviting them. For information on how to create or update a group, see Groups.
Follow these steps to add a new user:
On the Users page (Settings > Users), click Add. The Add user page opens.
In the User details section, provide the following details and click Next:
First name - (Required) The first name of the individual associated with the account.
Last name - (Required) The last name of the individual associated with the account.
Email address - (Required) The email address the individual will use to sign in to the account.
Country code - (Optional) The country code associated with the individual's phone number.
Phone number - (Optional) The individual's phone number.
In the Groups section, select the groups to add the individual to and click Next. You must choose at least one group. If you have several groups, use the Search bar to find the required group.
In the Overview section, review the details and click Add. The user is added and an invitation email is sent to the user.
We recommend checking the Spam or Junk folder. Administrators can also copy the invitation link from the interface and share it with the individual, or send the account invitation again. To learn more, see Resend Invitation and Copy Invitation Link.
The administrator must generate a new account invitation. To learn more, see Generate New Invitation.
When you've been invited to the Marketplace Platform by the SoftwareOne Operations team or your account administrator, you'll receive an email.
You can accept the invitation to join the account or decline it.
Follow these steps to accept the platform invitation:
Click the invitation link in your email. The following page is displayed:
Click Accept invitation. The registration page is displayed:
On the registration page, do the following:
Enter your first name and last name.
Enter a new password and then confirm that your new password matches the one you entered in the Password field. Passwords must be at least eight characters long, and must contain at least one lowercase (a-z) and one uppercase letter (A-Z), a number, and a special character. When you enter a new password, our password validation checks whether your password meets the criteria.
Select I agree to the SoftwareOne Client Portal Terms of Use.
Click Accept invitation.
If single sign-on (SSO) is configured, you'll be automatically redirected to your provider to authenticate. Once authenticated, you only need to enter your first and last name.
Sign in to your account using your email address and password.
After signing in, you are redirected to the Home page from where you can access platform modules and perform different operations depending on your group membership. To familiarize yourself with the platform navigation, see Platform interface.
Has your invitation link expired?
Invitation links are unique and they expire within seven days of being issued. If your link has expired, your account administrator must send a new invitation. For instructions, see Send New Invitation.
You can decline an invitation if it was sent to you in error or if you choose not to join the account.
To decline, open the invitation link and then click Decline invitation.
If the person you invited didn't receive the invitation email, you can resend the invite using the Resend invitation option on the Users page.
The option to resend an invitation is only available if the original invitation link hasn't expired. If the link has expired, the Invitation expired message is displayed. In such cases, you must send a new email containing a new invite link. For instructions, see Send New Invitation.
When you invite the individual again, the expiration time for their invitation is reset to seven days.
Follow these steps to resend the account invitation email:
On the Users page (Settings > Users), find the user you want to reinvite.
Click the actions icon (•••) for the user and select Resend invitation link.
A message is displayed stating that your invite has been sent successfully.
In certain situations, you might need to remove a person from your account. If you are an account administrator, you can use the Remove option on the Users page to remove an individual.
Before removing an individual from your account, note the following points:
Ensure that you've reviewed the individual's permissions and assigned groups. This is necessary to prevent accidental removal.
Removing an individual doesn't delete them from the system, allowing you to add them to your account again.
Removing someone only removes them from the respective account. If the individual is associated with several accounts on the platform, they can still access those accounts.
You cannot remove yourself from an account. The platform shows a message when you try to remove yourself.
If you remove an individual who has the Invited status, their invitation link will no longer be valid.
Follow these steps to remove an individual from your account:
On to the Users page (Settings > Users), find the person you want to remove from the account.
Click the actions icon (•••) and select Remove.
In the Remove user dialog, click Remove to confirm the action. A message is displayed stating that the user is removed.
After the user is removed, they'll receive an email stating that they have been removed from the account and the associated groups.
To share an invitation link directly with an individual, you can copy the link from the interface and share it with the person. There are two ways to copy the invitation link - through the Users page or the user's details page.
Note that the option to copy the invite link is only available for users with the Invited status. This status applies to individuals who have been invited to the platform but have not yet accepted the invite.
Follow these steps to copy the invite link to your clipboard:
Navigate to the Users page (Settings > Users) and find the required user.
Click the actions icon (•••) for the user and select Copy invite link.
You are ready to share the link directly with the person to invite them to the platform. The invited person will need to accept the invite and register their account. For more information, see Respond to Invitations.
If an account invitation is not accepted within seven days of being sent, the invitation link expires. Account administrators can generate a new invitation email and send it to the individual.
Note that the option to send a new invitation is only available for users with the Invitation expired status.
Follow the steps in this topic only if the individual's original invitation has expired and they see the following message upon clicking the invitation link:
If the original invitation link is still valid, you can either resend the original invitation email or copy the invitation link from the interface and share it with the person directly. For more information, see and .
Follow these steps to send a new invitation email:
On the Users page (Settings > Users), find the required individual. Make sure that their status is Invitation expired.
Click the actions icon (•••) and select Send new invitation.
A new invitation email is sent to the individual instantly and a confirmation message is displayed.
The Marketplace Platform supports various states (also known as status) for users in the system.
The following diagram shows the possible states and the transition between these states:
Note that the Marketplace Platform supports various account types, including vendor and client, so not all states might be visible to you.
In some situations, you might need to update a user's group membership.
For instance, you might need to remove the individual from a group or add them to a new one. In these cases, you can modify the individual's group membership.
Before editing a user, note the following points:
You can only update the groups that the user belongs to. You cannot edit the user's details.
If a user's details (such as name, email address, or contact details) need updating, the individual must update the details themselves through the My Profile option in the profile menu. To learn more, see .
Follow these steps to update a user's group membership:
On the Users page (Settings > Users), find the required user.
Click the actions icon (•••) for the user and select Edit. The Edit user page opens.
Select the Groups section and make changes as necessary:
To assign the user to a group, select the checkbox.
To remove the user from a group, clear the checkbox for that group.
Click Save. A confirmation message is displayed stating that the user has been edited successfully.
Click View details to go to the user's details page. Otherwise, click Close. To share the invite link directly with the individual, click .
Alternatively, click the user's name. When the details page opens, click the down arrow in the upper right and select Copy invite link. A message is displayed stating that the link is copied to your clipboard.
| State | Definition |
|---|
Invited | The user has been invited to join an account in the Marketplace Platform, but they have not accepted the invitation. This status remains in place until the invitation is accepted. |
Invitation Expired | The user's invitation has expired because they didn't accept the invitation within seven days from when it was sent. |
Active | The user can access the account and perform the required operations based on their permissions. |
Blocked | The user has been restricted from accessing the account. This could be due to terms and conditions violations, security concerns, or at the administrator's discretion. |
Disabled | The user has been removed from the account. They cannot perform any operation within the account. |
Deleted | The user no longer exists in the system. |
