Running the Acadecraft workspace

The admin console

Open it from the shield button, Admin console, near the bottom of the rail. It's also in Settings (under Workspace) and in search (⌘K / Ctrl K, Open admin console). Click Back to Syncup to return.

The console appears for anyone whose role has at least one admin permission, and each person sees only the sections their role allows:

The bell at the top right (Admin alerts) lists anything that needs attention. Changes apply at once, for everyone, and are recorded in the audit log.

First-run setup

This happens once, on a new server, before anyone else can join.

1. Install Syncup and open it. A new server shows Set up your workspace.
2. Fill in Workspace name, Your name, Work email and Password (at least 6 characters).
3. Enter the Setup code. It was printed when the server was installed and proves you run the server; ask whoever installed it.
4. Click Create workspace. This first account becomes the Owner.
5. Next, invite people. Departments and groups can be created before or after they join.

Setup works only once. Later attempts say "This workspace is already set up". A wrong code says "That setup code is not right. Ask whoever runs the server".

Roles and permissions

Everyone has one of five roles. The Roles page shows each one with its members; the Permissions page shows the full grid.

Default permissions

These are the starting values. Owners and admins with Manage roles and permissions can change them on the Permissions page, so your workspace may differ.

Changing permissions

On the Permissions page, tick or untick boxes, then click Save changes (or Discard). The Owner column can't be changed, and Admins always keep Manage roles and permissions. People's apps pick up the change straight away.

Who can give which role

• Owners can give any role, including Owner.
• Admins can give Admin, Manager, Member or Guest, and can't change an owner's account.
• Managers can give Member or Guest, and manage only Members and Guests.
• Nobody can change their own role or status.

Inviting people

1. In the console, open Users and click Invite members. Or, in the chat sidebar, click the workspace name and choose Invite people.
2. Under Email addresses, type or paste addresses. Any form works: one per line, separated by commas, or copied from Outlook. Anything that isn't an address is listed as left out.
3. Pick a Role (only roles you're allowed to give are listed; Owner isn't offered, so promote someone later if needed) and, optionally, a Department. The window shows how many seats are left.
4. Click Send invites (the button shows the count). Long lists go out 50 at a time, showing progress like "Sending 50 of 300…". If something fails part-way, the addresses that weren't sent stay in the box to try again.

With email or without

The invite window says which way it works on your server.

• "They'll get an email with a link to join Acadecraft." Each person gets an email from Syncup with a link and a code to paste. Afterwards you see "Invites sent to … people", with Copy links in case an email doesn't arrive.
• "You'll get a link for each person to join Acadecraft." Email isn't set up on the server, so Share invite links opens with one link per person. Use Copy or Copy all, and send each person their own link yourself.

What happens next

• Syncup makes a name from the address (priya.nair@… becomes Priya Nair). People can correct it when they join.
• When someone accepts, they become Active and land in every group marked Everyone joins.
• Addresses already in the workspace are skipped, with a note. People who were removed earlier aren't invited again: reactivate them instead (Users, Status: Deactivated).
• Inviting someone who is still invited sends a fresh link and applies the new role and department.

Pending invitations

• Filter Users by Status: Invited, or use the Dashboard's "pending invites" alert and click Review.
• On a person's row, click ···, then Resend invite to send a new link, or Copy invite link to get one to send another way (for example, when their email didn't arrive). Both are also in their details panel.
• An Email failed badge means the invitation email couldn't be sent. Copy the link instead.
• To cancel an invitation, choose Remove from workspace. That frees the seat.

Seats

• The number of seats is set on the server by whoever runs it; it can't be changed in the app. You'll see it on the Workspace page ("seats on your plan"), in the invite window ("seats left in Acadecraft"), and on the Dashboard ("… of … seats").
• Active and Invited people take a seat. Suspended and removed people don't.
• When seats run out, invitations are refused with "Only … seats left on your plan". Reactivating someone also needs a free seat.
• The Dashboard warns you when 90% of seats are in use.
• To free seats, remove people who have left and cancel invitations nobody will accept.

Managing people

The Users table

Columns: Member, Email, Department, Designation, Role, Location, Status and Last active. Use Search members, and filter by Department, Designation, Role, Status (Active, Invited, Suspended, Deactivated) and Location. Reset clears the filters.

One person

Click a row to open their details. Change their Role, Department, Designation (this also sets their job title) or Location; each change saves at once. The panel also shows their email, when they joined or were invited, when they were last active, and every group they're in, private ones included. Its buttons:

• Reset password (or Resend invite for someone who hasn't joined).
• Copy invite link, for people who haven't joined.
• Sign out everywhere: ends all their sessions, for example after a lost laptop.
• Suspend or Reactivate.

The ··· on each row has the same actions, plus Message and Remove from workspace.

Several people at once

Tick rows (or the box in the header to select the page), then use Change role, Suspend or Reactivate. You and any owners are left out.

Suspend, remove, reactivate

Neither suspended nor removed people take a seat.

Reset a password

On the person's row, click ···, then Reset password.

• With email set up, the link goes only to the person's own email address. You never see it, so nobody can use a reset to get into someone else's account.
• Without email, "Password reset link" opens with a link for you to send them.
• The link works once, for 24 hours. Using it signs the person out of their other devices. The audit log records who asked for it.

Departments, designations and locations

These describe your organisation. They appear on profiles, as Users filters, in the invite window (department), and as announcement audiences.

Departments

• Add department: a Name and, optionally, a Head of department.
• Each row's ··· has View members, Edit and Delete department.
• A department can be deleted only when nobody is in it; move its members first. Its designations stay, without a department.

Designations

• Add designation: a Title, an optional Department, and a Level such as L4.
• Giving someone a designation sets their job title. Renaming a designation renames those job titles too; deleting it clears them. Titles people typed themselves are left alone.

Locations

• Add location: City, Country, Type, Time zone and Address.
• Each card shows the local time and whether it's office hours there.
• Deleting a location leaves its members without one.

Groups

Public and private

Making a private group public lets everyone read its past messages, and Syncup warns about this before saving.

Group admins

Whoever creates a group is its admin. Group admins can edit the group (name, description, public or private) and remove members. If the last admin leaves, another member becomes admin automatically. Workspace admins with Manage every group in the workspace can do the same in every group.

The Groups page

In the console, Groups lists every group, private ones included, with its Type, Everyone joins, Members, Owner, Messages and Status. Create group starts a new one. Each row's ··· has:

• Open group, if you're a member.
• Archive or Restore. Archiving removes the group from every member's list; restoring brings it back with its history. The message after archiving has Undo. Tick several rows to archive them together.
• Everyone joins or Stop adding everyone (public groups only).
• Transfer ownership: pick a current member. They become the owner and a group admin.

Groups everyone joins

Turn on Everyone joins for groups like General or Announcements. Everyone in the workspace is added straight away, and each new person is added when they join. Guests aren't added, and archived groups take nobody new. It can also be switched on in the group's details, on the About tab. A private group has to be made public first: "Only a public group can be one everyone joins. Make it public first".

Announcements

In the console, under Communication, open Notifications.

1. Under New announcement, write a Title and Message.
2. Choose the Audience: Everyone, or any mix of departments, locations and roles. "Goes to … members" counts active people only.
3. Set the Priority: Normal, Important or Urgent.
4. Under Deliver as, tick In-app banner, Desktop notification, and Email (available only when email is set up on the server).
5. Check the Preview, then click Send now.

The banner appears at the top of people's Syncup window until they close it. Anyone who hasn't read it sees it again when they sign in, for up to a week. Sent announcements lists each one with how many people it was delivered to and how many read it.

Dashboard and audit log

• Pick Last 7 days, Last 14 days or Last 30 days.
• The cards show Members (with seats used), Daily active members, Messages sent, Call minutes and Storage used. Charts show messages per day, active members by department, when people are active, and storage by type.
• Needs attention flags seat use at 90% or more, pending invitations and suspended members. Review opens Users with the right filter.
• Recent activity shows the latest audit log entries. View all opens the full log, with Changes, Sign-ins or All, and Search the log.

The audit log records invitations, joins, password links and resets, role, permission and group changes, department, designation and location changes, workspace renames, announcements, exports and sign-ins. Viewing it needs View audit log.

CSV exports

1. In the console, under Data, open CSV export.
2. 1. Choose data: Member directory, Groups, Daily activity or Audit log.
3. 2. Columns and range: untick columns you don't need. For Daily activity and Audit log, pick a Date range (last 7, 14 or 30 days).
4. Click Generate export, then Preview or Copy CSV. The preview window has Save to Downloads.

Files are UTF-8, comma-separated. Recent exports lists exports made by you and other admins. The Users and Groups pages also have Export CSV; on Users it exports what your current search and filters show. Exporting needs Export workspace data, and each export is recorded in the audit log.

Workspace name

In the console, open Workspace (or click the workspace name in the chat sidebar and choose Workspace settings). Change the Name and click Save. It's shown to everyone: in the sidebar, search, invites and the welcome screen.

Common questions