Adding Users and Setting Permission Levels

When you start a new Landscape subscription, you are the only user. All qualified non-profit organizations get an unlimited number of users, and can set the permissions of those users according to their role within the organization. 


To add users to your subscription, click the Settings button on the upper right of the main navigation bar, then click the Users menu in the left menu.  Notice your name is in the list.  Click the Add button.



A window will open prompting you to add a new user.  Every user gets a contact record to store phone numbers, addresses, etc. If they have an existing contact in the database, they can pick it to use as the user's contact record by clicking "Choose existing contact" and using the box to search for and choose their name.  You will still need to enter the email address as the username in the first field.

If you're creating a new contact, fill out the username (email address) and the user's display name (first and last name) then press OK.  




After you click OK, it will ask if you want to send an email. It will also provide you with a temporary password for that user.  Select 'yes' to send the email invite. You should then receive a prompt informing you that the email has been sent.  If the user reports that no email has been received, ask them to check their spam filter, and double check that the email address you entered is correct.


Back at the User menu, use the Groups* drop down menu to change the permissions to the selected level. 


If you'd rather send multiple invites at once, you can select multiple users at once and select the 'send' button.  Select the user(s) using the checkbox to the left of their name.  A letter icon will appear at the top of the menu.  Click it to generate an email invitation to the user with a link to confirm their account and setup a password.  A message will appear in your window confirming that a message was sent. 


Note that if a user belongs to more than one group (eg. 'Administrators' AND 'Users') then the less restrictive actions will always be permitted. So if someone is both an administrator and a user, then they will have administrative privileges. 






*Permission Groups

Under the menu item for Users, you'll see the 'Permission' item.  Permission groups can be used to assign permission levels to groups of users.  Click the Plus.JPG button to add a new user group, then name that user group something descriptive.  You can then use the drop-down menu under each category to assign permissions.  For example, perhaps you have volunteer users who you'd only like to be able to view records, but not make edits or delete anything.  You would name the new permission group 'Volunteer User', then set all of the fields to 'None'. 

Using 'Team' or 'Lead' designation will allow only users who are members of a project or property team, or that project's team leader, to perform the designated function.

Property Edit - User can create and edit property and parcel records, including parcel details, assets, and contacts. 

Property Delete - User can delete entire properties.

Stewardship Edit - User can create and edit stewardship site and all affiliated records (site visits, contacts, issues, etc.). This group can not edit parcel details. If that is desired, you'll need to add the user to the Property Edit group as well.

Stewardship Delete - User can delete entire stewardship sites. 

Project Edit - User can edit projects and all affiliated data. This should always be paired with the ability to also edit either property or stewardship site records, depending on the user's role at the organization, since projects can be used to create work in a property or stewardship site.

Project Delete - User can delete entire projects.




'Experience' sets at what level the user group can interact with Landscape.  Click on 'Standard' to display the list of options.  'Standard' is for normal users, and allows users to access all records in the account;  'Dashboard' limits users to the dashboard view only; 'Portal', is used for volunteer monitoring.  For recommended volunteer monitor workflow and more on the Portal view, see this article.

A user can have access to multiple accounts -- after being added to more than one account, they simply change which account they interact with through the profile menu.

This article has information on removing/disabling user accounts.


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