Multi-Seat Catina Admin User Guide

Summary

For multi-user licenses, a designated license administrator manages users, groups, and project permissions. They can add or remove users and create user groups.

When you purchase a company license with two or more logins, you can designate a license administrator on behalf of the multi-user account to oversee the licenses, manage users and groups, configure project and group permissions, and share information.

Adding and removing users on a multi-user license

If you are the administrator on your account, you can manage your users easily from the Catina online platform.

Add Users within Catina:

1. To start, go to catina.aiacontracts.com, sign in, and click the red circle with your initials in the top right-hand corner.
2. Once you click your initials a context menu will drop down giving you a few options. To update your users, you will click Manage Users. Here you see any users on your account and their role type.
3. To add a new user, select invite users.
4. Here you will enter in the user’s personal information and select what type of user role they will have. To learn more about User Roles within Catina, check out the User Role section below.
5. Once you have selected their user role, you can click send invite. They will then show up on under your users as invited. You can click the three dots to resend or cancel invite. 
6. The user will receive an email from AIA Contract Documents with an invitation to the license along with a link to sign up to access. 
7. Once your user has signed up, they will be shown as active. You can click the three dots next to their name to edit the user information or role type.

Deactivate Users within Catina:

1. To start, go to catina.aiacontracts.com, sign in, and click the red circle with your initials in the top right-hand corner.
2. Once you click your initials a context menu will drop down giving you a few options. To update your users, you will click Manage Users. Here you see any users on your account and their role type.
3. To Deactivate a user within Catina, click the green checkmark next to their name under the “Active Seats” column.
4. A popup will appear confirming you want to remove the seat from the user and select confirm.
5. If you would like to re-enable the user, click the gray x next to their name under the “Active Seats” column. You can also click the three dots next to their name and select Activate User.
6. A popup will appear confirming you want to add them as an active seat and select confirm.

User Roles within Catina:

With Catina, there are four different types of user roles 

• Billing Admin- Required on every account. This person has the same privileges as an admin, but is also responsible for purchasing additional seats and renewals. 
• Admin- Is a Catina user and has capabilities to manage existing users, including modifying user settings and permissions. 
• Non-user Admin- Can monitor and manage the users on the subscription and invite users, without occupying a seat on the license. 
• User- The standard user will have access to Catina and be able to see their subscription information. However, they will not be able to make any changes to the subscription or users.

If you are an account admin, you can change your users' roles at any time. 

There is also one user designation:

Payer Designation- Payers can view subscriptions, manage Auto Pay and payment schedules, manage credit cards, submit payments, and access invoices.

Admins can delegate billing management by designating “Payers” from the Manage Users tab within their Catina Settings. By default, your Billing Admin is assigned as the primary Payer. If the default setup works, no further action is needed. Inviting a new user to serve as a Payer will not affect your license count or expand this user's account level permissions. Please Note: Only Billing Admins, Admins, and Non-user Admins can be designated as Payers.

Creating User Groups

By default, all users in your multi-seat license can view and edit all projects and documents. If you prefer to configure your license to limit access to certain projects and/or documents, you can add users to groups and configure your projects so that only specific groups have access.

To create a user group:

1. Select Manage Groups under Manage Users
2. Click on + New Group
3. Type a group name and description in the spaces provided and click Create.

To remove a user group:

1. Select Manage Groups under Manage Users
2. Click the box next to the name of the group then select Delete (or click on the 3 dots (...) on the far right and select Delete).
3. Select Remove to confirm the deletion

Adding and removing users to a group:

To add users to a group:

1. Select Manage Groups under Manage Users
2. Select Users in the Users Column
3. Select Assign Users
4. Select the user(s) to Assign Users to Group
5. Select Save

To remove users from a group:

1. Select Manage Groups under Manage Users
2. Select Users in the Users Column
3. Select the name of the user(s)
4. Select Remove from Group

Adding and Remove Groups to Projects:

To add a group to a project:

1. Select Manage Groups under Manage Users
2. Select Projects under the Included Projects Column
3. Select + Add Project
4. Select the Project(s) under Add Projects to Group
5. Select Save

To remove a group from a project:

1. Select Manage Groups under Manage Users
2. Select Projects under the Included Projects Column
3. Select the group(s)
4. Select the Remove from Group
5. Select Save
6. Select Remove

Adding and removing projects to groups:

To add a project to a group:

1. Select My Projects under the Projects Tab
2. Select the Project
3. Select Add to Group
4. Select the Group(s) Assign to Groups
5. Select Assign

To remove a project to a group:

1. Select My Projects under the Projects Tab
2. Select the Project
3. Select Remove Project from Group
4. Select the Group(s) Assign to Groups
5. Select Remove

Archiving projects:

The Archive feature allows you to show or hide projects on the project list. Archived projects can be activated at any time should you need to work on them further.

To archive or unarchive a project:

To Archive a project:

1. Select My Projects under the Projects Tab
2. Select the Project(s)
3. Select Archive
4. Select Archive again to verify that you want to archive

To Unarchive a project:

1. Select My Projects under the Projects Tab
2. Select the Project(s)
3. Select Unarchive
4. Select Unarchive again to verify that you want to archive