Lucid admin panel: User management

Access the users page

To get to the users page, follow these steps:

1. Select Admin.
2. Click Users in the left-hand menu.

Overview of the users page

The users page displays the current state of your Lucid Team or Enterprise account.

Users page

The users page is where you can review and manage the details about the users on your account. Read the following for a breakdown of the information you can find.

Total users

See a total count of all users on your account including: 

• Licensed users
• Limited-access users (Enterprise only) 
• Pending Requests
• Trial users

User list

Select a user to view and edit details such as username, email address, date joined, licenses granted to them, their product trial status, and which Roles and Groups they are assigned. You can use the Product and License Status filter options to narrow down your search results. Click the dropdown menu next to a user’s licenses to quickly edit their license settings.

If you have a large user list, you can also use the search bar to more quickly find a user. When searching for users, our search functionality will return things that begin with your query, and will allow you to be up to one character wrong (so if you have a typo or forget one letter, Lucid will still return matching results).

Pending requests

To grant or deny licenses to Pending Requests from the users page, select Approve or Deny for each user shown above the user List. To view and approve pending requests in bulk, select View all request.

Users have the option to include a message with their pending license request. All requests with a message will display a comment icon in the pending requests list. To review a list that only shows pending requests with a message, follow these steps:

1. Select Admin.
2. Click the Users tab to the left-side.
3. In the Pending requests drop-down, select Manage requests.
4. Click the toggle to "Show user justifications".

Trial users

To view a list of users currently trialing a Lucid product, select View trial users. When a user is on a free seven day trial, this means they have not been allocated a paid license. They can try a Lucid product for free before admins are prompted to purchase or allocate more licenses (ensuring they only request a license once they are sure they actually need it). Users are able to proceed on collaboration without waiting for an admin to grant the license. At the end of the trial period, you will not be charged for a license unless you manually grant it to the user.

Admins can track active trials by viewing the “Licenses” column and looking for the Trial tag. Hover your cursor over this tag to view more information including: 

• which license(s) have been granted to the user
• any active trials including the date the trial is set to end
• a link to the product page to learn more

Pending users

When a Team account downgrades to fewer licenses, any surplus number of users becomes “pending users” in order of who was added to the account most recently. Pending users are not licensed and cannot view or create Lucid documents. To resolve this and clear pending users from the list, an admin on the account needs to either:

• Purchase more licenses.
• Remove or delete the surplus number of users.
  • Admin can remove or delete both licensed and pending users.

When a pending user logs in, they are prompted to request a license anytime they attempt to view or create a Lucid document. When they click Request license, they will see the following message:

“You already have a pending Lucid Suite license request.”

If you receive this message upon login, you can modify your message to with questions about your licensing status. To continue using Lucid, request that the admin purchase more licenses or remove you from the account.

Products and users

Filter your user list by selecting an option from the drop-down menus. In the Product drop-down menu, you can filter users by license type.

In the users drop-down menu, you can filter by:

• All users: All users regardless of license type or trial status
• Licensed users: Users who have a license
• Limited-access users: Users with limited-access capabilities (Enterprise only)
• Pending invitations: Individuals invited to your organization's account who have not yet accepted the invitation to join
• Trial users: Users who have an active seven day trial
• Requested license: Limited-access users who have requested a Lucid Suite, Lucidchart, or Lucidspark license

Organizational groups 

Easily view and manage a large organization of users with group management. On an Enterprise account, you can assign an organizational group admin to manage individual users and licenses within a group. To learn more about how to create and manage groups, check out our Lucid admin panel: Group management article.

To add users to a group:

1. Click Admin in the left-hand navigation menu of the Lucid Home Page.
2. Select Users from the left-hand menu.
3. Check the box to the left of each user you want to add to an organizational group.
4. Click Actions from the top-right corner of the user list.
5. Select Edit organizational groups.
6. Select the organizational group you want the user(s) to be added or moved to.
7. Click Confirm.

Users must belong to an organizational group. To remove a user from an organizational group, follow the steps above to move them to another group.

Licenses used

View your account’s license count for Lucid’s different products. Click Purchase more licenses to purchase more licenses.

Available license types for Team accounts include Lucidchart and Lucidspark.

The available license type for Enterprise accounts is Lucid Suite (includes both Lucidchart and Lucidspark).

Active users (SCIM) 

If you have SCIM set up with your Lucid account, you will see this additional "Active" column on the users page. The SCIM application is what sends over whether the user is active in the company’s IDP, this is not set by Lucid.

Active users are able to login and utilize product licenses, if any, granted by the account admin. If a user is inactive, they will not be able to login to their Lucid account.

Manage users

When adding users to your Team or Enterprise account, note the following:

• If the user doesn’t already have a Lucid account associated with the email address you use to add them to the account, they will automatically be added to the account.
• If the user already has a Lucid account, we’ll email them an invite to join your account. They need to accept the invite to be added.
• On a Team account, newly added users are automatically granted a license, since all Team account users require a license.
• On an Enterprise account, a new user is automatically granted a license only if the account-wide license settings are set up to do so. If automatically granting a license is disabled, the user will be added with limited-access and an admin will need to manually grant them a full license. Learn more in the Lucid admin panel: License settings article.

To see the steps to add and delete or remove users, read the sections below.

Add users

There are a variety of methods for adding users individually and in bulk, including:

• Adding or inviting by email
• Adding manually
• Uploading via CSV

For instructions on each method of adding users to your Team or Enterprise account, check out our Add users and assign licenses article.

Edit a user's profile

To edit a user's profile:

1. In your Lucid account, select Admin.
2. Click Users in the left-hand menu.
3. Select a user from the list.
4. From the panel that appears to the right, select Edit next to the user's name.
   
5. Edit any desired fields.
   • If you are changing username or email address, you are required to enter your admin password.
6. Click Confirm.

Delete or remove a user

Delete a user

To permanently delete a user and transfer ownership of their documents to someone else on your account, follow the steps below.

1. Select a user by checking the box on the far left-hand side of the user’s row.
   • You cannot delete a user who has been assigned as the default document owner.
2. Click in the upper right-hand corner.
   • Alternatively, select the three-dot actions menu to the far right-hand side of a user’s row.
3. Select Delete User.
4. In the window that pops up, you can review the user’s account activity. 
5. If the user you are deleting owns any documents or custom shape libraries, you will need to transfer them to the default document owner for your account, or specify a different, new owner by entering the new owner’s email address below “Transfer the user's documents to a new user".
   • Only documents owned by the deleted user are transferred to the new owner—not documents that have only been shared with them. Documents from the deleted user's trash will be transferred to the new owner's trash folder.
6. Select Delete.

Remove a user (Team accounts only)

To remove a user from your Team account while allowing them to retain ownership of their documents, follow the steps below.

1. Select a user, or multiple users, by checking the box(es) on the far left-hand side of the user’s row.
2. Click in the upper right-hand corner.
   • Alternatively, select the three-dot actions menu the far right-hand side of a user’s row.
3. Choose Remove from account.
4. Select Confirm. 

Delicense a user 

The account owner or admin on an Enterprise account can delicense a user and reassign their license to another user. The delicensed user will remain on the account as a limited-access user. To delicense a user, follow these steps:

1. Select a user by checking the box on the far left-hand side of the user’s row.
2. Click in the upper right-hand corner.
   • Alternatively, select the three-dot actions menu the far right-hand side of a user’s row.
3. Choose Edit Licenses.
4. In the window that pops up, check or uncheck the box next to "Lucid Suite", "Lucidchart", or “Lucidspark”.
5. Click Confirm. 
   • If you remove a user’s license, they become a limited-access user and you’ll need to transfer ownership of any documents or custom shape libraries they own to another user on your account. Transfer them to the default document owner for your account, or specify a different, new owner by entering the email address of another user on your account below “Transfer the user's documents to a new user".
6. Select Delicense.

Admin roles

There are various roles you can assign to users on a Team or Enterprise account. 

• Account admin
• Billing admin
• Organizational group admin (Enterprise only)
• Template admin (Enterprise only)
• Document admin (Enterprise only)

FAQ

Why are users on my Lucid account not receiving emails after I invite them to be a user?
Check your spam or junk folder. If emails from Lucid aren’t getting delivered to your inbox, ask your company's IT team to allow emails from support@lucid.co. Additionally, ensure your network is set up properly to receive communications from Lucid.

If you still don’t receive the email after following these steps, contact support.

Why am I getting an error that states, “Unable to revoke licenses on NoViewOnlyUsers restricted accounts” when trying to delicense a user from my Team account?
You cannot delicense a user if you are on a Team plan, as this feature is only available on Enterprise plans. For users on a Team account, you have the option to delete or remove them.

Resources

To learn more about user management, explore the additional resources below. These resources are available in English only.

Community posts
“Already in use” Error When Updating User Email
“This user exists in another region” Error
“Unable to add the user to the team, [domain] is controlled by another organization” Error

Course
Lucid Admin Training

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