Please refer to How to Activate a Geneious Prime License if you are having trouble activating your license.
Initial setup
When a Team or Enterprise subscription is purchased, the owner of the license will receive an email with instructions on how to log in as the first admin to manage the subscription and add users. The owner also become the first admin in your cloud workspace (see Cloud workspace administration for details).
If you have used one of our legacy licensing models in the past, note that you will no longer distribute a license key or install a license server - instead you will invite users by email address and they will create a password to activate the software, similar to other products like Microsoft Office and Adobe Creative Cloud.
If you do not have an existing My Account, you will need to create one to access and manage your Geneious license. If the email address already has an existing My Account, you can sign-in to see your license details:
If you purchased the license but don't intend to use the software, you can delete yourself as a user and you will still be able to manage the license and administer the cloud workspace.
Inviting users to the license
Once logged in to My Account, an admin can invite users by email address to the subscription under the Seats > Add option. Invited users will receive an email with instructions on activating Geneious with the Email Sign In option. For details on this process, see How to Activate a Geneious Prime License.
Once a user activates, the admin can see a list of users who have activated with options to add, delete, manage devices, search and export.
Adding additional admins
Adding additional admin is recommended in case the owner is not available. To do so, click on Settings, enter their email under Alternate Admins and click Add.
Additional admins have permission to add or remove users but they don't take up a seat on your license and don't have access to your cloud workspace unless granted separately.
Single Sign On (SSO) - Enterprise plan only
SSO can be optionally configured to remove the need for each user to create another password for Geneious and give you better control over the security of their account. Once configured, SSO allows your users to activate Geneious with their company/institute password, e.g. by logging in to their Microsoft account. For details see Single Sign On (SSO) Guide.
Note that users are not automatically assigned a seat unless user provisioning (SCIM) is also configured (see below) - an admin stills need to add each user by email so you can control who has a seat.
Automated user provisioning (SCIM) - Enterprise plan only
SCIM can be optionally configured to automatically add and remove users from your Geneious subscription by syncing with your company/institute identity provider (IdP). This can be setup for specific groups in your organisation so you can control who this is available to. For details see Directory Sync (SCIM) Guide.
Cloud workspace
Team and Enterprise subscriptions provide access to Geneious Cloud Shared workspace which makes it easy to collaborate and share data with your colleagues and centralize your data in one location.
Users invited to the license are automatically logged in to the cloud workspace when they activate their license for the first time. They will see a data folder with their USER NAME under Cloud > Workspace which is private by default.
Individual users can set permissions for their folders using the Manage Sharing option by right clicking on the folder and adding users from the drop-down menu to grant permissions.
Cloud workspace administration
The admin role for the cloud workspace is managed separately to My Account (above). Initially, only the account owner (purchaser) has administration rights but they can assign additional cloud workspace admins as shown below. This is recommended in case the first admin is not available for any reason.
When an admin is logged in to the workspace, they will see an additional Administration section under Cloud where they can manage users in the cloud workspace. Note that any users added or deactivated this way only changes their Geneious Cloud access. To add/remove users from the license, instead use MyAccount administration.
Note that admins, including the license owner, don't have any special folder viewing permissions. They can only see folders that have been shared with them. A user's private folders are not visible to admins unless that user is deactivated (see FAQ below).
Frequently Asked Questions
If I create a file on the cloud, does it default to be private or is shared with everyone?
The behaviour is based on the parent folder's (where the file is created) sharing permissions. A folder created directly under the root workspace is private by default.
Can I share an individual file or sharing works only on the folder?
Permissions are set for whole folder and not for individual files.
What happens when a user is deleted in My Account?
Geneious will enter restricted mode, they will be logged out of the cloud workspace and any data that was private to them will be transferred to a cloud workspace admin.
What happens if a device is deactivated in My Account?
The device will go into restricted mode but will stay logged in to cloud with read-only access.