How-to

How to invite your team to Hubviz

Add your company people to Hubviz Web as creators or viewers, one by one or in bulk with Excel. They sign in with the Google account of the same email.

By the end of this guide your team will be added to Hubviz Web, each person as a creator or a viewer, and each one will be able to sign in with their own Google account. There is no invite link and no email with a password: you add the email, and the person signs in with Google on first access.

You add the person

In Hubviz Web, under Administration, Users, with the email of their Google account.
They sign in with Google

At web.hubviz.com, with the same email.
Hubviz links the accounts

It checks the email confirmed by Google and opens your workspace.

Before you start

You need to manage the workspace. Whoever signed up for Hubviz already does.
Decide the role of each person:

Role	What they do	How to add them
Creator	Builds dashboards in Hubviz Studio and also checks results in Hubviz Web. Sees all the dashboards of the projects and is the one who shares.	With Creator (Hubviz Studio) checked.
Viewer	Only checks, in Hubviz Web, the dashboards that were shared with them.	With Creator (Hubviz Studio) unchecked.

Also decide the role of each person in the Roles tab. Use two: Usuário Administrador, for whoever manages the workspace, and Cliente, for whoever only checks dashboards. See more in Role of each user, just below the list of steps.
The plan limits how many creators and viewers you can have. See the table below and Users and plan limits.
Check the Google account email of each person. It must be exactly the same in the form.

Plan	Creators	Viewers
Essential	3	5
Professional	10	20
Business	30	unlimited

Add one person

Example: Paul Mendes, from the company Aurora Comércio, will build dashboards. He will be a creator, with the email paulo.mendes@aurora.com.br.

Sign in to Hubviz Web, at web.hubviz.com.
In the side menu, open Administration and click Users. The list shows who is already added.
Click Creating new user.
Fill in Name, Surname and Email Address. Use the email of the person’s Google account.
Fill in User name with letters without accents, numbers and the symbols ., _, -, @ and +, with no spaces. For example, paulo.mendes.
Check the boxes:
- Leave Set random password. checked. The person signs in with Google and does not use a password.
- Check Active. Inactive users cannot sign in.
- Check Creator (Hubviz Studio) for a creator. For a viewer, leave it unchecked.
Open the Roles tab. A new user already comes with the Cliente role checked, the one for whoever only checks dashboards. If the person also manages the workspace, check Usuário Administrador. At least one role must stay checked: with none, the Save button is disabled and the tab shows the number 0.
Click Save. The person shows up in the list.

Role of each user

The role says what the person can do on each Hubviz Web screen. It does not define whether the person is a creator or a viewer: that is the Creator (Hubviz Studio) box. Use these two:

Role	For whom	What changes
Usuário Administrador	Whoever manages the workspace: adds users and looks after the plan.	Opens the administration screens. It does not unlock dashboards.
Cliente	Whoever only checks dashboards. It is the one that comes checked on a new user.	Nothing beyond viewing.

What a person sees depends only on whether they are a creator. A creator sees all the dashboards of the projects and is the one who shares, whatever their role. Anyone who is not a creator is a viewer and only sees the dashboards that were shared with them. With no sharing, none. That also holds for Usuário Administrador with no Creator box.

The Admin role belongs to the Hubviz support user. It does not show up in your workspace list and should not be given to anyone. The other roles in the list, such as User, exist in every workspace but are not the ones used in Hubviz. To see what each one allows, open Edit on a user and check the Roles tab. The role names appear in Portuguese, as in the screens.

What each field asks for

Field	Rule
Name and Surname	Required.
Email Address	Required. Must be the email of the Google account the person will use.
User name	Required. Letters without accents, numbers and `.` `_` `-` `@` `+`. No spaces.
Set random password.	Leave it checked. The person signs in with Google.
Active	Starts unchecked on a new user. Check it so the person can sign in.
Creator (Hubviz Studio)	Checked: creator, uses Hubviz Studio. Unchecked: viewer. In the list, the Creator column shows this.
Roles	At least one role. It starts with Cliente checked; check Usuário Administrador for whoever manages the workspace. With none, the Save button does not enable.

Add several people at once

For a larger team, use the import spreadsheet.

On the Users page, click Import with Excel. The Bulk User Registration and Modification window opens.
Click Download Template and open the spreadsheet in Excel. It already lists the users that exist in the workspace today.
To add people, add one row per new person, with Id 0. To change someone who already exists, edit their row. Save the file.
Back in the window, click Select Excel file and choose the spreadsheet.
Click Save. When it works, you see Upload successfully!
Check the user list. If you see Error importing data., the message gives the reason, such as the number of the row with a problem. Fix the spreadsheet and import again.

The spreadsheet has the columns below, on a sheet named Usuários (or its name in the language of the template). If no sheet has that name, the import reads the first sheet:

Column	What to enter
Id	`0` for a new person. For someone who already exists, do not change the number.
Name and Surname	Required.
Email	The email of the person’s Google account. Required.
User	The login, with the same rules as the single form. Required.
Roles	The role names, separated by commas. At least one.

Rows with a problem are skipped and listed in the error message, with the row number. The others are imported, so after fixing you only need to import what is left.

Change or remove someone

Each row in the list has an Actions button.

Action	What it does
Edit	Changes name, email, role (creator or viewer), status and roles.
Permissions	Adjusts the user permissions, on top of the roles.
Delete	Removes the user. Asks for confirmation.

To remove several people, check the boxes of the rows and click Delete in batch. The button only enables with at least one row checked. Use the search box above the list to find someone by name or email.

Removing or deactivating a creator frees their seat in the plan.

Tell the person

Send the person what they need to do:

Viewer: open web.hubviz.com and sign in with the Google account of the registered email. See Sign in to Hubviz Web. They only see the dashboards you share with them, so share before you tell them: Share a dashboard. With no sharing, they sign in and see no project.
Creator: the same, and also open Hubviz Studio at bi.hubviz.com. See Open Hubviz Studio.

On first access, Hubviz checks the email confirmed by Google and links the Google account to the user you added. The person does not need to create an account on the website or add a card.

Limits and messages when saving

Message	What it means	What to do
Your plan allows N creator users. Remove a creator or add more creators to your plan.	All creator seats are in use. N is the limit of your plan.	Remove or deactivate a creator, or add more creators. See Users and plan limits.
Your plan allows N viewer users. Remove a viewer or add more viewers to your plan.	All viewer seats are in use.	Remove or deactivate a viewer, or add more viewers.
Maximum user limit reached	Shows up when you check Creator (Hubviz Studio) and the creator limit is already used.	Free a creator seat before checking it.
Cannot remove permission from the last system administrator.	You tried to take the permission away from the last system administrator.	Leave that account alone. If you need help, contact Hubviz support.

When you change someone from viewer to creator, Hubviz checks the creator limit again. Reactivating an inactive user also checks the seat: they count again toward the limit of the type they had.

If We could not find your account appears, check in Users:

Is the Email Address the same as the Google account the person used? If not, fix the email or ask them to sign in with the right Google account.
Is the user Active? Inactive users cannot sign in.
Should the person see Hubviz Studio and does not? Check that Creator (Hubviz Studio) is checked for them.

Other messages are covered in Sign-in problems.

Next step

With the team added, creators follow the tutorial Your first dashboard, and viewers open the published dashboards in Hubviz Web.