How to Distribute and Manage Your Logos Licenses

The Admin Portal was created to help churches manage their Logos licenses. Now that you have a pool of licenses to distribute, you need to be able to see how many you have available and who has access. You also need access to easily distribute and revoke licenses, as needed. This article will show you how to use the Admin Portal for all your license management needs.

If you need help, don't hesitate to get in touch with the Customer Success team.

Note: To carry out the activities described in this article, you need to have Administrator access to the portal.

Skip ahead to:

• An Overview of the Portal
• Using the Portal Dashboard
• Adding and Managing Church Members
  • Adding an Individual
  • Adding a Group of People
  • Exporting Information about People
  • Removing People
• Managing Products
• Changing Portal Settings

An Overview of the Portal

To access the Admin Portal, go to https://adminportal.logos.com/. This will take you to the portal for your church where you will see:

1. The name of your church
2. A panel of options - giving access to different parts of the portal
3. Information and functions relating to the option you select

 

Using the Portal Dashboard

The Dashboard does two main things:

1. It provides a "summary at a glance" of licenses and church members
2. It provides an easy way to drill down and update a range of details - including adding new members and managing licenses

The top section of the dashboard contains two separate areas:

1. Get Started allows you to manage access for church members, to allocate and manage licenses and to upload a logo with a single click. All of these are also available from the panel on the left so you can remove this after initial configuration (you can do this in Settings - or you can click the icon at the top-right of the area and hide it there).
2. Membership and Licences shows how many church members have been added to the portal, how many licenses you have, and the current state of allocation.

 

The bottom section of the dashboard contains three further areas:

1. Products shows what products are licensed to the church, how many licenses you have for each product, and how many are currently allocated. It also provides links to the individual product details.
2. Settings provides quick access to a couple options in the settings tab:
   1. A toggle to hide/show the Get Started area
   2. A place to upload your church's logo
3. A link to the Logos contacts page where you can select various options to contact Logos sales and support teams.

 

Adding and Managing Church Members

To manage details relating to church members, either click People in the left panel or click Add more in the Add members to your group section of the Get Started area.

 

Here you can see information about all church members who have been added to the portal including:

1. The total number of people registered
2. How many of those people have claimed licenses to products
3. How many licences are currently allocated but not claimed
4. Names of each registered person
5. A column showing how many products each person has a license for
6. The actual products licensed to someone appear when you hover over the product count 
7. A column showing tags associated with people
8. A column showing when each person was added to the portal
9. Two options for adding new people to the portal - either individually or in bulk.

 

Select one or more people to carry out various management tasks on their records using the dropdown menu on the right.

 

Click someone's name to see more details about that person and products for which they have been granted licenses.

 

Adding an Individual

If you select the Add person option on the People tab, you will be taken to the Add person screen where you can enter their personal details and then either:

1. Cancel the operation if you decide not to proceed
2. Finish adding that person and repeat with someone else by clicking the Create and add another
3. Complete adding that person by clicking Add

 

Adding a Group of People

If you select the Add people option on the People tab, the Add people to your church popup menu will appear giving two options:

1. Entering email details for a group of people
2. Importing via a CSV file

 

If you select the Add via email option you can enter a number of email addresses and then, optionally, assign one of the available licenses to them.

 

Then click Add to complete adding them to your environment.

 

Those added (if they don't already have a Logos account) will be sent an email advising them how to claim their licenses - and those licenses will show as unclaimed until they have done so. For those who do have a Logos account, they will receive an email advising that the specified licenses have been added to their library.

 

Adding these new members and allocating licenses updates the information shown on your dashboard enabling you to get a clear visual indication of the state of members and licenses.

 

As an alternative to adding new church members by email you can choose to import their details from a CSV file.

This provides:

1. A clickable link to a page providing detailed import instructions
2. A template you can download showing the required format of the CSV file 
3. A place where you can either drop a CSV file or browse for it on your computer
4. Specification of a tag showing when the import took place

Note: If you use Numbers to generate the .csv file, be aware that Numbers often adds a "table title" to the sheet.  This title will save and cause an error when you import the template.  Please remove or hide the table title when you save the .csv.  Also, if you receive an error when uploading, try copying the information (headers and rows) from the template into a new sheet and save as a .csv.  

Take note that you also can add user tags/roles to all the users on the list you are importing.  The Admin Portal will automatically assign a date and time stamp, but you are welcome to add other tags that will assist in managing licenses later.  Here are a few examples for illustration:

• Date Tag - will allow you to narrow users by the date you imported them (automatic)
• Role Tag - will allow you to narrow users by their role at your church
• Status Tag - will allow you to narrow users by a specific status relevant to your needs

Once you have added the .csv file and, optionally any tags, click Import to complete the upload.

 

Exporting Information about People

There may be times when you need to export information about people from the Admin Portal.  To do this, select the people whose data you want to export, open the Manage people dropdown and click Export people. This will produce a .csv file listing information about those people.

 

Removing People  

If you need to remove someone from the portal, select the people you want to remove, open the Manage people dropdown and click Delete people. As this is not reversible, you will be asked to confirm you want to do this. Doing so will return to the pool any licenses assigned to these people.

 

Managing Products

To manage products and licenses, either click Products in the left panel or click Add more in the Assign licenses to your members section of the Get Started area.

 

Here you can see information about all products licensed to your church including:

1. The list of products
2. What sort of products they are
3. How many of the total licenses have been claimed - this is when a license has been allocated  to someone and has become active for that person
4. How many of the total licenses are unclaimed - this is when a license has been allocated to someone but that person has not yet accepted it
5. How many licenses are currently available - how many are left

 

Click any product to see more details about license allocation including:

1. People registered on your portal
2. When, if at all, a license for this product was allocated to each person
3. When that person claimed the license
4. The status of license claims
5. Any tags associated with people

 

To grant or revoke licenses, select a person (or people), open the Manage people dropdown and select your required option.

 

Changing Portal Settings

To change settings on the portal, click Settings.

 

This enables you to do a number of things:

On the General tab you can upload a church logo for use in the portal and associated pages.

 

The Manage Admins tab shows the current portal administrators. Here you can 1) remove the role from someone or 2) add a new administrator.

 

When adding a new administrator, you will see a popup where you can enter their details.

 

The Billing tab shows active subscriptions for your church

 

The Developer tab enables integration between your existing church systems and this admin portal. Click the Documentation link to see how to use this capability.