Managing a group subscription

This page describes how Overleaf group subscriptions are managed. It explains how to distribute licences by managing the group's members and managers lists. If you are a manager or administrator of an Overleaf Professional group and are looking for information on user account management, please visit our page for managed user admins.

Group subscription administrators and managers have access to the following functions:

• Add and remove group members
• Add and remove other group managers
• View metrics

Access group management

To access group member and manager management, along with group metrics, follow these steps.

1. Log in to your Overleaf account
2. Click the Account button at the top right
3. Select Subscription

Once you select a subscription, you will be able to choose whether to Manage members, Manage group managers or View metrics.

Add and remove group members

To access group member management, click the Manage Members button.

To add a user to the group, enter the user’s email address in the Add more members field. For multiple users, copy and paste a list of email addresses separated by commas. Then, click Add.

If you add an email address for someone who does not yet have an Overleaf account, they will receive an email inviting them to set one up. Existing account holders will receive an invitation to join your group.

To remove users, tick the box next to the email address(es) of the user(s) you wish to remove, then click Remove from group.

To download a list of members in the group, click the Export to CSV link at the bottom right.

If any of the users you add have individual subscriptions, please let them know they’ll need to cancel their individual plans to avoid them being renewed.

Administrators and managers only take up a seat in the group if they have added themselves as a member of the group. Administrators and managers who wish to have premium features applied to their accounts must add themselves to the group members.

Add and remove group managers

To access group manager management, click the Manage Group Managers link. Use the same steps to add and remove group managers as you did to add and remove group members. Group Managers must be current Overleaf account holders.

All Group Managers have the same ability to manage users, view metrics, and add and remove managers.

There is only one Group Admin. This is the person who owns the group subscription and receives billing notices and metrics emails. Please contact us at support@overleaf.com if you need to change the Group Admin.

View group metrics

To view Group Metrics, click the View Metrics link. The date range for the metrics defaults to the last 30 days, displayed by day. You can change this to any date range, displayed by day, week, or month, by clicking on the date range and selecting a new one.

Please mouse over the (?) for tooltips, and mouse over the graphs for additional information.

Use the Download CSV button at the top of the page to download the data behind the graphs.

Active Projects

This plot shows the number of unique Overleaf projects edited at least once by users in your group during the time period selected (day, week or month).

Total Session Duration

This plot shows the total length of editing sessions, in hours, per time period (day, week or month). This is how long the users in your group are spending on Overleaf.

Active Users

This plot shows the number of unique users within your group that started at least one Editing Session on a given day, week, or month. An Editing Session starts when a user opens a project, and lasts until there is 30 minutes of inactivity.

Project Activity

This plot shows the number of projects with at least one Editing Session. The different colours show the breakdown of the total length of Editing Sessions on each of those projects over the past year.

Click the dots in the legend to toggle on/off the display of the category. Double click a dot to show only that category.

Editing Sessions

An Editing Session starts when a user in your group opens a project, and lasts until there's 30 minutes of inactivity. Activity includes moving the cursor, typing and clicking.

This plot shows the number of editing sessions per time period (day, week or month).

New Projects

This plot shows how many new projects the users in your group created on Overleaf per time period (day, week or month).

Collaborators

This plot displays the average number of collaborators per project. Collaborator count is the number of distinct users that had at least one Editing Session during the time period (day, week or month).

To be included, at least one collaborator must belong to your group, and projects must have had at least one Editing Session. Internal collaborators are those who are part of the same group. Click the dots in the legend to toggle on/off the display of the category.

Collaborations

This plot shows the number of projects that had more than one collaborator. A collaborator is a user that had at least one Editing Session during the time period.

The colours represent the different number of collaborators. To be included, at least one collaborator must belong to your group.

Internal Collaborations

This shows the number of projects that had more than one collaborator belonging to your group.

A collaborator is a user that had at least one Editing Session during the time period. The colours represent the different number of collaborators

How do I turn on and use Managed User features?

If you are a manager or administrator of an Overleaf Professional group and are looking for information on user account management, please visit our page for managed user admins.

Joining a group subscription

This page answers several common questions about joining an Overleaf group subscription.

How do I start a group subscription?

If you're interested in purchasing a group subscription for your team, please visit our plans page. If you don't find what you are looking for there, please get in touch.