How to invite and manage users

How to invite and manage users

Introduction

Everyone who works with screens, playlists and presentations in Q-Play needs a user on your account. Under Users you get a complete overview of who has access, which teams they belong to, and how they sign in. This is also where you invite new colleagues, update details and remove users who should no longer have access.

User permissions are managed through teams. When you invite a user, you therefore also choose which team (and thereby which role) the person should have.

1. Find Users in Q-Play

Click your name in the top right corner, select Account Settings, and click Users in the menu on the left.

The user overview in Q-Play under Account Settings with the columns Name, Teams, Login and Account owner, and the buttons Export and Invite User

2. Fields in the user overview

Name
The user's name and email address. Use the Search users... field to quickly find a specific person.

Teams
Shows which teams the user is a member of, for example Admin team. The team determines the user's role and thereby what the person can do in Q-Play. Read more in Guide to Teams.

Login
The icon shows how the user signs in: with email and password (the Q-Play icon), Microsoft SSO or Google SSO.

Account owner
This account means the user was created on your account. Another account means the user belongs to a different Q-Play account and has been invited into yours, for example a consultant from NordicScreen or a colleague from another department.

Pending invitations
Users who have been invited but have not yet accepted are shown with a Pending badge. They become regular users as soon as they accept the invitation.

3. How to invite a user

  1. Open Users. Go to your name in the top right corner → Account Settings → Users.
  2. Click Invite User. The green button is in the top right corner of the user list.
  3. Enter the email address. In the Email Address field, type the email address of the person who needs access.
  4. Choose a team. Under Assign to Teams, tick the team or teams the user should belong to.
  5. Send the invitation. Click Send Invitation. The user receives an email with a link to sign up and log in.

The Invite User dialog in Q-Play with the email address field filled in and Admin team selected under Assign to Teams

Tip: If you use Microsoft Entra ID, users can also get access automatically via Single Sign-On, so you don't have to invite each person individually.

4. Manage an existing user

Click the three dots (...) next to a user to see the options.

The three-dot menu next to a user in Q-Play with the options View details, Edit details, Edit teams and Remove from account

View details
Shows the user's information across three tabs: Details (name, email, phone, when the user was created and updated, and which account the user is currently on), Teams (the teams the user belongs to) and Settings (language, SSO provider and SSO provider ID). At the top you can also see whether it is a local account and whether the email has been verified.

The View details window for a user in Q-Play with the tabs Details, Teams and Settings and the badges Local account and Email verified

Edit details
Opens the Edit User window, where you can change the name, phone number, language and login method (Email/Password, Microsoft SSO or Google SSO). Click Save Changes when you are done. The email address is read-only and cannot be changed. Users manage their own preferences for product updates and notifications under Notifications.

The Edit User window in Q-Play with the fields Name, Email (read-only), Phone, Language and Login method

Edit teams
Opens Edit Team Memberships. Choose which teams the user should belong to, and click Save. This is the quickest way to change a user's permissions.

Remove from account
Removes the user's access to your Q-Play account. Use it when an employee leaves or no longer needs to work with your screens.

5. Export users

Click Export to download a list of your users. Choose Users only for a simple user list, or Users and full rights if you also need to see what each user has access to, for example for a security or GDPR review.

The Export drop-down in the Q-Play user overview with the options Users only and Users and full rights

6. Next steps

Once your users are invited, you can organise them into teams with the right roles. Continue with Guide to Teams. If you are new to Q-Play yourself, start with Q-Play overview.

7. Frequently asked questions

Why can't I see Users or the Invite User button?
You need to be in a team with the Account Admin role. Contact your administrator or NordicScreen support.

The user hasn't received the invitation. What should I do?
Ask the user to check their spam and junk folders. Also check that the email address is spelled correctly in the user list. If it is wrong, remove the user and send a new invitation.

Can I change a user's email address?
No. The email address is read-only. Remove the user and invite the new email address instead.

What does Another account mean under Account owner?
The user was created on a different Q-Play account and has been given access to yours. The user can switch between accounts via their name in the top right corner.

Can users sign in with their Microsoft or Google account?
Yes. Choose Microsoft SSO or Google SSO under Edit details → Login method. For automatic access via groups in Microsoft Entra ID, see Advanced SSO Guide.