Multi-user support and management in RGE Studio

Beefree App is now RGE Studio!
The email design suite you already know and love just leveled up. We’re working hard to update our help center, but you still may see some references to the old product name.

Overview

Working with a team? You can invite your collaborators to work with you in RGE Studio! Additional users are available in all plans, but user management options vary.

This article explains how to invite and manage additional users. It also explains how to purchase or remove additional users from paying accounts.

Before You Start

You need to be an owner or an admin in order to access the Manage Users page in RGE Studio. These users can find this page by clicking on their name (top right) to expand the navigation menu. 

The Manage Users page might look different based on your plan.

Starter

There are no limits to the number of users you can invite to a Starter account. There are also no user roles or permissions for Starter accounts. All additional users for this plan will have admin permissions. This means they have access to everything in RGE Studio except the subscription page.

Professional, Business, and Enterprise

Paid plans offer two different types of users. These are differentiated by seat type:

• Members - These are the people typically working inside the platform on a regular basis. You can apply users roles to these types of users. This article covers this type of user.
• Viewers - These are people who need access to the account, but do not need editing permissions. For more information, see Working with Viewers.

You can purchase more member seats at any time. The number of viewers depends on your plan. Additional viewer seats are not available for purchase. The Manage Users page includes a Total seats section that shows you the types of available seats.

See the table below for more information on what is included in each plan:

The person who creates a RGE Studio account is automatically assigned to the Owner seat. On paid plans, there is at least one additional seat included in your plan. You can invite a user to this seat at any time, and the seat cannot be removed.

If you’re on our Enterprise plan, please ask your Account Manager for details on purchasing users. This process may look different depending on your contract. This plan also allows you to customize the number of viewer seats.

Managing Invitations

This section covers how to invite users and modify existing invitations.

Inviting a user

1. Navigate to the Manage users page.
2. Click the Invite People button.
   
3. Select Member.
4. Insert the name and email address of the person you’d like to invite.
   
   If you’re on a paid plan, you can also select a user role. Business and Enterprise users will also see options for Advanced permissions and Workspaces.
5. Click Invite.

An email invitation is sent to the new user. They need to click the invitation link and follow the prompts to set up their login credentials. Once they’ve completed the signup process, you will receive an email confirmation. Invitation links are valid for 15 days.

To invite a viewer, follow the same steps, but select Viewer at step 3. For full details, see Working with Viewers.

Pending Invitations

You can see pending invitations on the Manage users page at any time. These users are marked with a label next to their name. If you hover over the user details, two icons will populate that you can use to manage the invitation:

• Re-send invitation, which sends a new email invitation to the user. 
  
• Cancel invitation, which prevents the user from accepting the invitation.
  

If canceling an invitation, you’ll be asked to confirm the action before making the change.

Managing Users

This section covers purchasing, editing, and removing users.

Purchasing Users

Note: Only Owners have the permissions required to perform these actions.

If there are no available member seats in your account, then you can follow the same steps used to invite a new user. 

1. Navigate to the Manage users page.
2. Click the Invite People button.
3. Select Member.
4. A purchase modal will appear. Use the - and + icons to modify the number of users. You’ll see the price change depending on the number of users selected. 
   
5. Once you’ve selected your desired number of seats, click Confirm and pay.

You can also access the purchase modal by clicking the Manage button.

Note that there are two prices shown in the purchase modal:

1. The amount you pay today. This amount is usually prorated based on how many days are remaining in your billing period.
2. The new base cost of your subscription. This calculates your new fees based on the new number of seats being purchased.

If the transaction is successful, you’ll get a confirmation message. To immediately invite a new user to this seat, click Assign seat. 

Editing Users

You can find the complete list of additional users in the the lower part of this page. You can also search for users by name or email. 

For each user in your account, you can see:

• Seat type (Member or Viewer)
• Role 
• Restrictions (Advanced permissions)*
• Workspaces*
• Last active timestamp

*These features are only available on Business and Enterprise plans.

If you need to edit someone’s role or permissions, click the > icon found to the right of user details. details. Here you can update user roles, set advanced permissions, or modify workspace access.

Removing Users

To remove a user, hover over their name on the Manage users. On the right-hand side, look for the trashcan icon. Click this option to remove the user.

A modal will open asking you how you would like to proceed:

1. Remove the user only. If you select this option, it revokes the user’s access, but the seat remains available in your account. Use this option if you plan to invite a new user. Keep in mind that you will continue to be billed even if the seat remains empty.
2. Remove user and seat. This option revokes the user’s access and the seat they occupy. Use this option to reduce your subscription fees. 

If the seats are already empty, then click the Manage button and switch to the Remove seats tab. This tab is only accessible when there are empty seats available.

Seat Requests

Discovery settings allow people on the same domain can find and request to join your account. If you don’t want to allow this, then set your Discovery settings to Only when invited. This option isn’t available if you sign up using an email on a public domain (e.g. gmail.com, outlook.com, etc.)

If Discovery Settings are set to Teammates can request, you’ll see join requests on this page. For full details, please see Join your Organization in RGE Studio App.

Additional Notes

• When you remove a user, they lose access immediately.
• For annual plans, empty seats can only be removed in the final 30 days of the billing period. You’ll receive an email notification 30 days before renewal as a reminder.
• You will be charged a prorated amount for new users based on where you are in your current billing period.
• There is no proration credit applied for member seats removed before the end of a billing period.