With Software as a Service (SaaS) applications, as within organizations, it's natural to have a certain degree of user churn. The extent of this will largely depend on a) the size of your company b) the fluidity of the industry and frequency with which people move roles and departments, and c) the nature of your Slidebank use.
The success of your user adoption and rollout strategies also have a bearing on how frequently your Slidebank users may change. There are some useful resources on these pages and elsewhere on the Internet that will help you increase your adoption and user retention rates.
The need to make adjustments to your user base is normally a result of one or more of the following:
- Employees have left the company, or moved into a role that doesn't require them to access or manage PowerPoint presentations in the same way.
- A user has delegated presentation management to a colleague and no longer wants responsibility for managing PowerPoint files.
- You want to roll out Slidebank elsewhere in the organization and are looking to add new users.
- Some of your users don't access Slidebank frequently enough for their subscription to be worthwhile. They've received training, but you'd prefer to allocate their subscription to another user group.
With Slidebank, there are a few important things to understand:
- Every user must have a unique logon, including a unique user name and password. This is so Slidebank can keep your PowerPoint files secure, protected from user misuse, and so that the system can keep a complete audit trail of activity.
- Slidebank is a subscription service - you pay a monthly subscription based on the number of users you have in your account. You may choose to delete a particular user and replace them with another, but contact and login details cannot be transferred.
- Any users you remove will remain in your user list for the remainder of that particular month. Following that time, all of their activity data will remain in your Slidebank account for audit trail purposes - you'll still be able to see their activities in your reports. If you attempt to delete/change a PowerPoint presentation that had belonged to that user, Slidebank will prompt you to reallocate ownership.
There are some best practices that will help you to manage your Slidebank account effectively:
- Take time to train and educate all new users as part of a detailed onboarding process. We're very happy to help you with this. User support and training are part of your subscription.
- Take a look at the 'Manage Users' section of your Admin console. Who might benefit from some additional training? Who can you learn from? Who might have some valuable feedback? Rather than let your users languish, an engaged user nurturing programme will help you to get the best value from your Slidebank account.
- Ensure all users understand that passwords and logon details cannot be shared. It might help to force users to change their passwords at regular intervals. This can be done through the manage users tab. Good education and occasional reminders may help too!
- If you do want to swap a lapsed user (perhaps they've moved jobs) for a new one, make sure you remove the old user before adding a new one. Navigate to their user record and click 'Remove' underneath their contact details. Then simply add your new users in their place.
Where next? The following may be helpful:
Adding new users in Slidebank
Understanding Departments and Roles
Managing User Permissions
Setting up folders