Configuring 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 Administrator Download the Admin Account Checklist
