Bluebeam Subscription Management Guide

Applies to:

  • Revu 21
  • Bluebeam Cloud

Using an older version of Revu? Please see the Bluebeam Gateway User Guide for managing Revu 20 & below licenses.

Overview

Welcome to the Bluebeam Subscription Management Portal where account owners manage access for subscription-based Bluebeam solutions. The Subscription Management Portal allows the following permission levels:

  • Org Admin: As an Org Admin, you can manage all users in the organization and domain names associated with it. This permission level allows you to allocate Bluebeam subscription seats, add or deactivate users, assign additional Org Admins and Limited Admins, and domain names.
  • Limited Admin: As a Limited Admin, you can manage only the new subscriptions you purchased for your account and can only create and manage users in that subscription. You can’t assign additional Org Admins, and you can’t manage domain names.
  • End User: End users are users in your organization who use Bluebeam products and services. End users can’t use the features in the Subscription Management Portal. If you purchased seats to an existing subscription in the Webstore, you are automatically assigned End User permission levels.

After logging into the Bluebeam Subscription Management Portal, bookmark org-admin.bluebeam.com for future easy-access.

In this guide, we cover how to set up and manage your Bluebeam Plan account(s), so you and/or your team can access Revu 21, Bluebeam Cloud, and Studio with just a single BBID. No serial number or product key is necessary to get started.


Log into the Subscription Management Portal

To get started in the Bluebeam Subscription Management Portal, log into the Subscription Management Portal:

  1. Type org-admin.bluebeam.com into your web browser.
  2. Select your server region.
  3. Enter your BBID and password.


Add a New Subscription User

To purchase additional subscriptions, go to the Bluebeam Webstore.

To add individual new users to your account, select the account (or child account) then:

  1. From the left sidebar menu, select Users.
  2. From the top of the active window, select Users.
  3. Under Users and Current Plan, select Create New User to the right of User Overview.
  4. Select the Add New Subscription User tab, and provide the requested information on the form.
    In addition to setting Permissions (Org Admin, Limited Admin, End User, as allowed by your permission level), you need to select the appropriate Server Region. By default, users are created in the server region where the account resides. However, if a user belonging to that account wants to use Revu in another server region (regardless of their actual location), you should create that user in the other server region. Doing so triggers an event to move that user’s entitlement to the other server region.
  5. After you finish entering the new user’s information, select Save.
  6. Select a plan for the new user.
  7. Select Save Changes.

The new user will appear under User Overview with a Pending status until their account is activated via email invitation.


Bulk Add Users

Org Admins can also add multiple users to their account.

Only Org Admins can use this feature.

To do this:

  1. From the left sidebar menu, select Users.
  2. From the top of the active window, select Users.
  3. Under Users and Current Plan, select Create New User to the right of User Overview.
  4. At the top of the window, select the Bulk Add Users tab.
  5. To add multiple users, you’ll need to import a CSV file. Download the template provided and input all mandatory information in Excel. You may add up to 500 users at a time.
    If you’ve added multiple users via the template previously, be sure to download and use the latest version of the template when attempting a subsequent bulk upload. Otherwise, it won’t process.
  6. Within the template, designate subscription access (i.e., Basics, Core, or Complete) for users in the Plan column.
    If you want to add any users as unpaid collaborators, leave the Plan column blank for those users.
  7. You can also specify the server region for multiple users in the spreadsheet.
    Don’t delete any columns from the CSV template (even for non-mandatory fields). Otherwise, your bulk upload will not process.
  8. After saving your version of the CSV, upload it under Bulk Add Users. To do this, drag and drop the file or Browse for it in the File Explorer.
  9. Select Run Validation.
  10. When the CSV file is processed, it will appear at the bottom of the window.
  11. Select Import All. Imports can take up to 10-15 minutes.
  12. After reviewing the Summary, select Close.

After bulk uploading users, you may import another CSV list if needed. The new users will appear under User Overview with a Pending status until their accounts have been activated via the email invitations they each receive.


Edit Permissions

If you need to edit permissions after adding a user, follow these steps:

  1. From the left sidebar menu, select Users.
  2. From the top of the active window, select Users.
  3. Under User Overview, locate the user account that needs updated permissions.
  4. Select the menu icon next to the account status.
  5. Choose Edit user information.Edit user information in Org Admin Portal
  6. Under Permissions, select Org Admin, Limited Admin and/or End User.
  7. Select Save.
After granting end user permissions to an account, you must also modify its subscription access. Otherwise, the user will just have Unpaid Collaborator (read-only) access to Bluebeam solutions.

Edit Subscription Access for Multiple Users

If you need to assign or edit subscription access for multiple users at a time, follow these steps:

  1. From the left sidebar menu, select Account Settings.
  2. From the top of the active window, select Subscriptions.
  3. For a subscription plan with available seats, select the menu icon at the far right.
  4. Select Assign Members to Plan.
  5. Select the box next to the users you want to add to your subscription.
  6. After you select all applicable users, select the right arrow to move them to Current users.
  7. Select Save.
To remove multiple users from a subscription plan to free up seats, select Current users and select the left arrow to move them back to Account users.

Search + Filter Subscription Users

On the Users page, within Users and Current Plan, you can also find particular account users and/or filter them by categories. To do this:

  1. From the left sidebar menu, select Users.
  2. From the top of the active window, select Users.
  3. Under User Overview, select the dropdown menu next to the funnel. ‘Search all’ is the default selection.Filter Subscription Users
  4. Select the category in which you’d like to filter subscription users:
    • First Name
    • Last Name
    • Email Address
    • Server Region
    • Plan
    • User Type
    • Invitation Expiration Date
    • Status

You can also search by keyword if looking for a particular account user and/or email:

  1. Type your search term in the field next to the filter dropdown list.
  2. Select the magnifying glass or press Enter.

Your search results will display under User Overview.

You can also sort columns by values. To do this, select the arrow that appears when you hover your cursor over a column heading:

Sort by column values
Sorting by last name with the downward arrow will list users alphabetically in descending order. To switch to ascending order, select the arrow again for it to turn upward.


Export a User List

Under Users and Current Plan, you can use the Search + Filter feature to export a list of users to a Microsoft Excel file based on your search and filter criteria. This feature allows organizations with a large number of users to easily view and sort users by criteria like Status, Plan, User Type, or any other column in the list. To do this:

  1. From the left sidebar menu, select, Users.
  2. From the top of the active window, select Users.
  3. Filter your user list.
  4. Scroll to the bottom of the User Overview section.
  5. Select Export as Excel.

The Excel file will appear within a ZIP file in your Downloads folder.


Edit User Information

On the Users and Current Plan page, you can also edit information for existing account users. To do this:

  1. Under User Overview, select the menu icon next to a user’s status for additional options. Edit user information
  2. Select Edit user information.
  3. In the Modify Subscription End User dialog, you can navigate to Modify Product Tiers, change Permissions, and/or update Contact Details.
  4. When finished editing user information, select Save.
When editing user information, you can’t update the email address for an account.

If you’ve entered the incorrect email address for an invited user, you must deactivate their account and add a new subscription user with the correct email address.


Modify Subscription Access for a Single User

If needed, you can change subscription access for a specific account user from the Users and Current Plan page. To do so:

  1. From the left sidebar menu, select Users.
  2. From the top of the active window, select Users.
  3. From the User Overview section, select the menu icon next to their status and select either option:
    • Edit user information > Modify Plans
    • Modify Subscription Access
  4. Select a plan with available seats and select Save Changes.
If you’ve assigned all available seats for a particular subscription, you can change an existing user’s access to Unpaid Collaborator to free up a seat for a new user.

Resend Invitation

When adding new subscription users, invitations are sent out via email for their accounts to be created and activated. However, email invitations will expire after the date listed in the Invitation Expiration Date column under User Overview on the Users and Current Plan page. To resend an invitation:

  1. Under User Overview, select the menu icon next to a user’s status and select either option:
    • Edit user information > Resend Invitation
    • Resend invitation
  2. Select Resend.
resend invitation options
The email you can resend depends on the user’s current status. Please see below.

Registration Invite Email

Select the Registration Invite Email option for users with an Expired status. This will allow them to activate their accounts and confirm/create their Bluebeam IDs (BBIDs) for logging into Revu 21, Studio, and Bluebeam Cloud.

You can also visit or send this link to resend email invitations.

Welcome Email

Select the Welcome Email option for users with an Accepted status who have activated their accounts and confirmed/created their BBIDs. This email will provide them a link to download Revu 21 and confirm the server region they should select when accessing Bluebeam solutions.


Deactivate User

Deactivated users can’t access Bluebeam solutions (Revu 21, Studio, and Bluebeam Cloud) if/when they attempt to sign into them. If you’d like an end user to remain active but not consume a subscription seat, modify their subscription access to Unpaid Collaborator.

As a best practice, we recommend only deactivating users when they’re no longer employed at your company. To do this:

  1. Under User Overview, select the menu icon next to a user’s status.
  2. Select Deactivate User.
    Deactivate user
  3. To confirm, select Yes.

Deactivated users will remain listed under User Overview. However, their status will change to Deactivated.


Reactivate User

If you need to reactivate an inactive user:

  1. Select the menu icon next to a deactivated user’s status.
  2. Select Reactivate User.Reactivate User
  3. Choose the permission level for the reactivated user, and select Save.
  4. Select a plan, and select Save Changes.
Notify the reactivated user that they’ll receive an invitation email instructing them to confirm their account information and to reset their password. The user account will not be reactivated until the user takes these steps.

Remove User

Our suggested best practice is to deactivate users who are no longer employed by your company. If you no longer want to see deactivated users listed under User Overview on the Users and Current Plan page, you can remove them from the Subscription Management portal.

You can only remove users whose status in the User Overview is Deactivated.

You should remove only former employees who you do not expect to return, and leave other deactivated users in the User Overview so they’ll be available for reactivation.

You cannot reactivate users you removed from the User Overview. Be sure you want to remove the selected users before you perform the following procedure. If you need to reactivate a user you removed, contact Support.

To remove deactivated users:

  1. Under User Overview, select the menu icon next to a deactivated user’s status.
  2. Select Remove User. Remove User
  3. Select Save.

Reallocate Subscriptions

If your account includes child accounts, you can transfer available subscriptions to them from your main Bluebeam account.

To redistribute available subscriptions to an existing child account:

  1. Open the main, parent account with available subscriptions. From your account dashboard, you’ll see your child account(s), listed in the left sidebar.Parent and child accounts in Subscription Management Portal
  2. Select Reallocate Subscriptions. You can also go to Account Settings and select the Subscriptions tab and then select Reallocate Subscriptions.
  3. Select the child account that will receive subscriptions.
  4. Select the order number.
  5. Under Product, choose the subscription plan (Basics, Core, or Complete) with available seats to transfer.
  6. Enter the number of subscriptions to reallocate. The number must be less than or equal to the number of remaining seats.Subscription quantity for reallocation
  7. Select Redistribute.

To return subscriptions to a parent account:

  1. Select the child account from the Dashboard.
  2. Go to Account administration > Subscription Management.
  3. Select the menu icon next to Plan.
  4. Select Return subscriptions.
  5. Enter the number of subscriptions you want to transfer back to the parent account.
  6. Select Return subscriptions.

Domain Management

Domain management allows Org Admins to add child domains to their account and to view and edit domain records related to their account. In addition, they can track the status of their account domains:

  • Verified: The registered domain contact has accepted the email invitation.
  • Pending: The registered domain contact hasn’t yet accepted the email invitation.
  • Inactive: You’ve deactivated the domain.

When new users are added to your account through the Webstore, we match their email domains to verified registered domains and add the users to the account associated with those domains. You can use the Subscription Management Portal to add domains to your account and manage those domains, which helps ensure new users are correctly registered within your account.

Only Org Admins can manage domains for their account.

Add a Domain

If your organization comprises multiple domains (like mycompany.com, mycompany_us.com, and mycompany_de.com) you can add those domains to your account to ensure newly registered users with those email domains are correctly placed within your account.

To add a domain to your account:

  1. From the left sidebar menu, select Account Settings.
  2. From the top of the active window, select Domains.
  3. Select Add Domain.
  4. When prompted, enter the following information:
    • Domain Name
    • Registered Contact Email
      This field must contain a valid email address for a contact within the domain. The contact will receive a verification email and must reply for the domain to be Verified for your account. Only domains with a Verified status are used for for matching.
  5. Select Save.

Edit Domain Information

While you can modify domain information, you can do so only for domains with a Pending status.

To edit domain information:

  1. From the left sidebar menu, select Account Settings.
  2. From the top of the active window, select Domains.
  3. Select the menu icon next to the status of the domain you want to modify.
  4. Select Edit Domain Information.
  5. Make the needed changes to the Domain Name and/or the Registered Contact Email, and select Save.

Deactivate a Domain

Currently, you cannot remove a domain, but you can deactivate it. To do this:

  1. From the left sidebar menu, select Account Settings.
  2. From the top of the active window, select Domains.
  3. Select the menu icon next to the domain status.
  4. Select Deactivate Domain.
  5. When prompted to confirm the deactivation, select Yes.

Licensing & Registration

Revu 21

Licensing & Registration

Getting Started

Subscription Management

Learn how to manage subscriptions for users through our new Subscription Management Portal.

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