The Admin Getting Started Hub
Quickbase Admin Getting Started Guide If you're new to being a Quickbase admin, start here! While it may feel like there is a ton to learn, the Getting Started Hub has you covered. This is how you start. We'll cover the basics, with account settings and Quickbase Navigation, and we'll leave you with the right resources you can bookmark to reference early and often throughout your time as a Quickbase customer. Do you know someone else in your company starting out on Quickbase? Bring them here! Consider this Step 1 in transforming your operations on Quickbase! Reference Materials These are the often used resources you'll have while learning Quickbase. Qrew Members have found these links helpful to save as bookmarks to reference. Glossary - Definitions for Admins Resources Onboarding Emails Account Set Up You and your team are eager to build an app, but wait! Spend some time in your first 30 days accomplishing these tasks to familiarize yourself with these essential areas. Also, scroll down for the attachment, Checklist for New Admins, which you'll want to have by your side! You'll thank us later! Configure Your Account Learn Quickbase Navigation Setting Up Your Admin Team and Users (Coming Soon) Security and Single Sign-On Taking The Next Steps Your account is now set up properly. All your handy resources are now bookmarked and ready to be referenced. Now what? Take these next steps with you as you and your team solve the first of many challenges with Quickbase. Or if you're inheriting an application, check out our Accidental Admin Guide. COMING SOON How to Start Building Platform Analytics Accidental Admin What Else? Join a Qrew Discussion and Ask a Question? Register for one of our upcoming Events and Webinars Qrew Meetups are a great way to see how other Quickbase customers are using the product Pop into Office Hours to ask a Quickbase expert a quick question Check out Quickbase University for upcoming training offeringsConfiguring Your New Account
Table of Contents 1. Accessing your Account Summary Page 2. Setting up your Account Properties 3. Your Account Permissions 4. Reviewing and updating your Billing Account Admin 5. Setting Default Permissions for your Users 6. Further Resources These settings will decide who can create new apps, build automated workflows, and administer your account as well as technical settings like how each new app handles things like currency symbols and time zones by default. During your trial or initial account creation some of the defaults were set up for you, but now that you are a customer you will want to make sure they align with your business. Accessing your Account Summary Page To access these settings, the first thing you will want to do is open your Account Summary page. This page is your command central as an admin and you will be able to find settings and reports that will be vital for keeping track of your account. Tip: We recommend bookmarking this page if you are going to be a primary admin for your account so you can find it easily. You can use one of the following options to access your Account Summary page: From the global navigation menu (aka waffle icon), select Admin Console. In the Account Admin section on the My Apps page, click Manage my account. From the My Apps page, click Quickbase Admin, then Manage my account If you are a realm admin as well as an account admin, the drop down under Quickbase Admin reads Manage the realm. It takes you to the admin console, but you need to then click Account Summary to navigate to the Account Summary page. Now that you are on your account summary page, you can see your account’s current set up for Account Name, time zone, and formatting in the center of the page. If any of these options need to be adjusted you can do so in your Account Properties page by selecting the More drop-down menu at the top right of the page and selecting Edit Account Properties. You can learn more about your Account Summary page here. Setting up your Account Properties On this page, you will be able to choose several important options for your account including your Account Name, Billing Contact email address, time zone, and formatting. You can also find our terms of service if you ever need to review them. Account Name – This field lets you set the name your account should be under. Typically, this is either your organization’s name or the name of the group in your organization using Quickbase. Billing Contact Email Address - This could be the billing department of your org or a team member who is taking care of monitoring your bill and storing your invoices. This field is only used to set up who receives your invoice, it does not provide this email address with any admin permissions for your account. (The Account Permissions section below will cover how to add this user as a Billing Admin if they need admin abilities) Time Zone - Choose the time zone that will be used to display dates and times for all apps owned by the account unless an app is set with a custom time zone. Formatting Defaults - Choose the currency symbol, position, number format, and date format to be used across all apps owned by the account by default. Your Account Permissions From your Account Summary page, you can find a section labeled Permissions in the menu bar to the left. This page is where you can set up users who should have admin permissions in your Quickbase account and decide on several important default permissions. Reviewing and updating your Billing Account Admin One of the most important roles in your account is going to be your Account Admins. These admins can manage your account’s users, security settings, account level permissions settings, and billing changes. To set up your admins, head to the section labeled Permitted users and groups. You will be given a list of all of your current users or groups with specific permissions. From this list you can edit their admin or special permissions here. If you don't see the person, you are looking for you can click the Add user, group, or email domain group button and, in the User Picker that appears select the users or groups that need to be added to the list. Once you find the user(s) you would like to edit, you can do so by: Setting Manage Account permissions to Full Management or Support for the user you're granting administrative rights or No to remove access their account admin rights. Select Support-level if you want to let this person manage most aspects of your account, but do NOT want them to be able to change your billing plan or control administrative access permissions (like the ability to create and control the powers of other administrators as discussed in this topic). Select Full Management if you want to grant the person ALL administrative rights. Doing so gives the user all the abilities and power you have as the Billing Account Administrator. This includes the ability to control your access rights and any other account-level permission settings. Select No if this user should not be an account admin but should be granted other account-level permissions like access to app creation or pipelines. When you make changes, they are saved immediately. Tip: We recommend having at least 2 Full Management Admins on your account to help cover for vacations, leave, or changes to your team without interruption as only full management account admins can access number of important account settings and make billing changes. Setting Default Permissions for your Users On your Permissions page you can also set up default permissions for all of your users that impact who can build apps, create automated workflows known as pipelines, and use features such as plugins and user tokens. Allowing all users to create apps and pipelines allows you to source ideas and new apps from more of your team, while restricting access to specific users will give you more control over who can create apps and workflows in your account. Tip: When thinking about these permissions we recommend you look at your organization’s policies for tools and have a chat with your IT team on how they like to set up permissions. If you decide to set any of these permissions to specific users, you will want to use the same steps you used to add in a new account admin above but instead configure that account to only have access to the capabilities you want them to have. For example, below you can see Evan has the permissions needed to Create apps but not to create pipelines while Kyle cannot create new apps but can create pipelines. You can access the settings listed above at any time using these steps but setting them up to align to your team’s needs early will make moving on to building apps and managing your account much easier. Further Resources Account Summary Help Page Admin Console E-Learning On Demand Understanding Quickbase Admins Adding a Billing Account AdministratorGlossary for New Admins
Table of Contents 1. Roles in your Account 2. People at Quickbase You Interact With 3. Database Terms Used in Quickbase *You can also download these basic database terms here. User Roles in your Quickbase Account Account Admins These are the people at your organization who will have the ability to manage your account’s users, designate other admins and roles, manage security settings and account level permissions, and work with Quickbase on billing changes. There are two types of Account Admins, Full Management and Support level: Full Management – This type of admin has ALL administrative permissions. This includes the ability to control your access rights and any other account-level permission settings as well as make changes to your billing. Tip: We recommend every account have at least 2 Full Management Account Admins at all times. Support Level – This type of admin can manage most aspects of your account, but does not have the ability to make changes to your billing plan or to control administrative access permissions (like the ability to create and control the powers of other admins) Learn more about your account admins and managing users on your account here Realm Admins This role allows someone to manage security settings for a realm, such as password requirements, single sign-on settings, advanced encryption, as well as some other user management settings depending on their plan. They also possess the ability to view all pipelines on your account. This role can be added to an Account Admin or it can be given to users who do not have other admin permissions. Tip: We recommend each account have at least 2 users with the Realm Admin role to provide coverage for vacations, sick times, and transitions. App Admin This person can change the structure of an app, such as updating tables, fields, forms, etc. Each app can have one or more app admins and we often recommend there be at least two app admins so that they can cover for each other. A user can be assigned as admin to one or more apps directly in the app or can be an App Admin by granting them the permission to create new apps on your account directly. End Users This is a term we use to talk about the users at your account who do not have any of the above admin roles. They are the people from your organization you will invite to your apps to use them in their day-to-day work. You can share one or more apps with these users and app admins can create custom roles and permissions for what they can access in each app to match the data and access they need for their work or take advantage of the built-in roles that come in an app by default. Learn more about our built-in roles and working with custom roles here Quickbase Humans You will Interact With Account Executive (AE) Your Account Executive at Quickbase (often referred to as your "AE") serves as your point of contact when you want to talk about your Quickbase account, plan, and billing. They will help you with your renewals and exploring when it is time to expand your usage. You have likely already met them during the sales process but you can also find their contact information in your Admin Console. Customer Success Manager (CSM) Customer Success Managers, or CSMs for short, work with customers to explore how Quickbase can be more effective in their specific circumstances, help with planning and optimizing usage, and understanding the value they are getting from Quickbase. You likely met someone from our customer experience team during your sales process. Note that, post sale, if your account has an assigned CSM, you can find that person's contact information at the bottom of your Admin Console. If your account does not have an assigned CSM, you can always request to speak with one via your AE. Tech Support Engineers Tech Support Engineer are here to help with technical questions on the platform when you find yourself stuck or are running into issues. You can connect with a rep by creating a support case here. Database Terms Used in Quickbase Table A table is a container of similar items or objects and information about each of the items. For example, a table might hold information related to your customers, projects, or equipment. It is like a tab in a spreadsheet. Record A record is a single entry in a table containing information about one item or object. A table in your app is made up of records. It is like a row in a spreadsheet. Field A field holds an individual data value. Using our example above a field might list the Name of your customer, the status of a project, or the serial number of a piece of equipment. Together, a set of fields containing information about one item forms its record. A field is like a column in a spreadsheet. Form A form is a layout of fields used to add, view, or edit one record at a time. Think of it as a digital version of a form you might fill out in your office. A table can have multiple forms that can be customized for specific users and uses with only the fields that are needed for that use. Learn more about creating forms here Report A report allows you to filter the records and fields you would like to view from a table allowing you to focus on specific information. For example, you could show only customers who are currently active, you could show all projects that are in progress, or show all equipment bought in the last year in a report so long as that data is in your record. You can also choose which fields you would like to see for the records being displayed in your report. Learn more about creating reports here Dashboard Dashboards can be created in Quickbase to display data and reports drawn from your apps, helping you to consolidate important data for your users. You can create multiple dashboard tabs and configure each to display just the data and reports you want to show. You can also set up dashboards that are unique to different roles in your app to tailor their experience. Learn more about dashboards here Relationship Relationships are connections between tables that allow the tables to borrow data from each other and support creating connections between your data. For example, a customer table could be related to a contact table so that each customer record could have multiple contacts from that company while a Project table could be related to a Tasks table so that each Project can have a number of tasks related to it with their own fields and data. Relationships allow Quickbase to go beyond what a spreadsheet can do when it comes to having related information and finding data insights on those relationships. Learn more about creating table-to-table relationships here Key Field A key field holds a unique identifier for each record in a table. Quickbase automatically creates the Record ID# key field and populates it with unique values. For some uses of Quickbase you may want to explore implementing your own custom key field
