Your job as an Administrator

Welcome New BioRender Administrator!

As an administrator, you play an important role in managing your organization's BioRender license through the Admin panel. You oversee Premium access for all invited members on your license. Members may include scientists, lab managers, educators, PIs, additional administrators, and students.

Who should be invited to join?

Who you decide to invite to take a seat on your license will depend on the needs of your organization. Consider which departments or individuals require Premium features based on their needs and usage. For example, you may want PI’s to take a seat on your license over student members to ensure they have access to the following Premium features:

Powerpoint Add-In: Accounts on BioRender Basic (our free option) will have access to two Powerpoint file updates per month. Premium access will provide them with unlimited usage. 

Graphing: Graphing files are included in the five-file limit if a user is on a Basic plan. An institutional or enterprise license provides unlimited access for graphing files. 

File storage: Members will have access to an unlimited number of files they can store on their account.

Unlimited objects: Basic accounts will have a 50 objects limit per canvas. Premium access provides unlimited use.

If your institution's needs grow and you find that you require additional seats, we're here to help! You can easily request more seats through your account manager, who will be happy to assist, or directly through your Admin panel. 

Tips to get started! 

1. As a first step, verify your email address to gain access to your Admin panel.
2. If your organization was on a previous group Trial, please reach out to your account manager to ensure the trial has been migrated over. 
   • Members who were on a previous trial and are still connected to it will not be able to gain access to the new license until they have been removed or migrated over.

Here is a guide to your key tasks:

1. Managing Members

• Inviting Members (dependent on license type):
  • Use CSV uploads or individual email invitations to add new members.
  • Ensure that all members have the appropriate access levels.
• Removing Members:
  
  • Remove members who no longer need access to free up seats on your license.
  • Removed members can still log in and access their account, independent of the organizational license. 
  • Ensure that their files are transferred to another member to maintain data integrity.
• Deactivating Members:
  
  • Deactivate members revokes access to their account. 
  • Deactivated members can be reactivated if needed.
• Adding additional user properties: 
  • Add member properties such as department, title or budget allocation.

2. License Management

• Request Additional seats:
  • Request Additional seats Expand your seat count to accommodate requests to access Premium features.
• Manage groups in your organization:
  
  • Add or delete groups and manage permission for group members.

3. Managing Files

• Changing File Ownership:
  
  • Transfer file ownership when members leave to ensure continuous access of files by your organization to existing members.
  • Only license administrators can initiate file transfers upon deactivation or removal from a license.

4. Access Controls

• Role Management:
  
  • Assign roles to members within your organization's license and group members (e.g., Admin, Member) to control their access and permissions.
  • Update roles as necessary to reflect changes in responsibilities.

5. License Access

• Help members access the license by providing your unique portal link provided by your account manager
• Resend invites if needed, if your organization has selected the “Invite” option.

6. Communication and Support

• Provide support for license members:
  • Provide assistance to members with technical issues or questions. You can always provide support articles from our Help Center. 
  • Ensure that all members are aware of our new features and updates.
• Feedback and Improvement:
  • Collect feedback from users to improve the BioRender experience. Feedback can be relayed to your account manager directly.
  • Work with BioRender Support to address any systemic issues or feature requests. If you reach out to our Support team, please also loop your account manager into the email thread.

Leaving your Admin role?

Are you leaving your organization and would like to transfer your role to a new Admin? 

• Please inform your account manager when you are leaving your organization and provide the name of the new Admin taking over.
• You can update the role of another member to an Admin. Admins will be able to view and edit your organization's settings, invite new members, and modify billing.  

For additional guidance:

• Explore our Managing Your Organization collection for detailed articles.
• Check out to our Video Guides for quick step-by-step tutorials.

If you have any questions or concerns:

Reach out to our support team through our chat messenger (on the bottom right corner) or email at (support@biorender.com). Additionally, feel free to contact your account manager for personalized assistance.