​Note: If you have not yet installed the participants management plugin, please click on the following link: Aproplan - Participants Management Plugin - Getting started - Web version

In order to use the plugin, you first need to sign-in:

​1. Open a new spreadsheet in Microsoft Excel or Google Sheets.

2. Click on "Add-ons"

3. Click on Aproplan Participants Management

4. Click on Login

5. The plugin will open on the right part of the screen. There you can fill your Aproplan username and password. After filling in the login credentials, click on the "Save" button:

6. A pop-up will indicate if the login is successful and your credentials will be saved:

With this action, you can add/remove members in your Aproplan company or change the access rights of members.

7. Once the login is done, click again on "Add-ons", "Aproplan Participants Management", and then on "Company":
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8. On the right side of the screen, the company section will appear.

Click on the "Get" button in order to import the data into the spreadsheet:

9. Once the loading is done, a new tab "Company Members" will open with all the data of your Aproplan company:

There are 5 columns in the "Company Members" tab:

A) Status: information filled automatically once you have saved your changes.

B) Email: the email of the users in your company.

C) Name: the name of the users in your company.

D) Access Rights: the access right of the users in your company. You can select "member" or "manager". By default, the creator of the company is "owner" and you can't change it.

E) Remove: this column is N (no) or Y (yes). Y will remove the user of the company

10. Click on the "Add" button to add more rows:

11. Then you can fill the columns B "Email", C "Name" and D "Access right".

12. You can fill the new rows with all the users you need to add to your company.

13. Once it is done, click on the "Save" button and the users will be added:

14. In column D: "Access Right", you can change the access right of a member. Two options are available: member or manager. Once it is done, click on the "Save" button on the right side of the screen.

Note: By default, the creator of the company is "owner" and you can't change it. You can change more than one access right at a time.

15. In column E: "Remove", you can change the value to "Y" for the user that needs to be removed from the company. You can do more than one change. Once it is done, click on the "Save" button on the right side of the screen.

Note: you can do all the actions at once and click on "Save".

With this action, you can add/remove users in your Aproplan projects or change the access rights of participants.

16. Once the login is done (follow steps 1 to 6 for login), click on "Add-ons", "Aproplan Participants Management", and then click on "Projects":

17. On the right part, the project section will appear. Choose one of your projects from the drop-down menu (1) and click on the "Get" button (2) in order to import the data in the spreadsheet:

There are 21 columns as shown in the screenshot below:

A) Email: the email address of the participants in your project.

B) Access Rights: the access right of the participants in your project.

C) Invited: this column is "N" (no) or "Y" (yes). "N" will only add the participant to the project. "Y" will also send the invitation to the participant.

D) Remove: this column is "N" (no) or "Y" (yes). "Y" will remove the participant of the project.

E) Name: the name of the participants in your project.

F) Language: the language of the invitation that will be sent.

G-I) Phone/Role/Company: information about the participant.

J-S) Category 1-10: categories of the project that are linked to the participant.

T) Status: information filled automatically once you have saved your changes.

18. Click on the "Add" button in order to add more rows. Then you can fill all the columns with information about the new participants:

19. Column C "Invite" can be:

20. The language in column F will be used for the invitation. Once it is done, click on the "Save" button on the right side and participants will be added.

21. In column B "Access Right", you can change the access right of a participant. Four options are available: admin, manager, collaborator, or guest. Once it is done, click on the "Save" button on the right side of the screen.

Note: As creator of the project, you can't change your own access right.

22. In column D "Remove", you can change the value to "Y" for the user that needs to be removed from the project. You can apply more than one change. Once it is done, click on the "Save" button on the right side of the screen.

Note: As creator of the project, you can't remove your own user account.

Note: You can't create new categories via the plugin.

Once you have managed the participant in your project, you can define access to the lists and the folders.

23. Start by clicking on the "Get" button on the right side of the screen in order to import the data:

The following columns for list and folder visibility changes are:

A) Email: the email of the user in the project.

B) Role: role of the user in the project.

I) Company: the company of the user in the project.

Note: You can't add more participants here as you first have to add them on the project level. New lists and new folders have to be created first in the app.

24. For each participant and each list, you can decide one of the following access right values when adding them:

Once you have done all the changes, click on the "Save" button on the right side of the screen.

Note: As project creator, you cannot add your user account to a list.

25. If you want to remove a participant, change the value to "Not invited". Once you have done all the changes, click on the "Save" button on the right side of the screen.

26. For each participant and folder, you can decide one of the value:

Once you have done all the changes, click on the "Save" button on the right side of the screen.

Note: As project creator, you cannot change the folder visibility for your user account.

Got a problem? Contact our support or ask your questions online directly on the app.