Create Lobby Accounts for Existing Aconex Users

Lobby provides a wizard for Aconex organizations to use to ensure all users are set up with the proper Lobby account.

If Aconex users are not set up with a Lobby account, an organization administrator for that account will see a banner on the Users page with a message to migrate accounts. Only organization administrators can perform this task.

Note: You are an administrator at the organizations that display  Admin in the Admin column.

To create accounts for existing Aconex users:

Select  Navigation Menu and select  Organizations.
On the Organizations page, locate the row where your organization is listed, and then select View Users.
On the Users page, select Migrate Accounts.
Note: You will only see the banner and the Migrate Accounts button if your organization has user accounts to migrate. Also, if the only accounts left to be migrated are set to disabled, the banner will not appear.
On the Migrate Aconex Users to Lobby page, you'll see a list of users in your organization and their current Lobby account status. Users with an email status value of Match or No Match are selected. Users with an email status value of Clash must have their clash resolved before continuing with the migration.
Note: Only the first 500 users will be selected.

Email Status values are:
- Clash: Where two Aconex accounts have the same email addresses, but the first names and last names are different. Or, where an Aconex account has the same email address as an existing Lobby account, but the first names and last names are different. A clash must be resolved before any migration action can occur.
- No Match: User has an active Aconex account, but a Lobby account with the same email address does not exist for them.
- Match: Where an Aconex account is not linked to a Lobby account, but a Lobby account exists with the same first name, last name, and email address. Or, where two or more Aconex accounts have the same first name, last name, and email address and do not have a matching Lobby account.
- Invalid: User's email address in not formatted properly.
Select Migrate Users.
For accounts with a status of No Match:
1. Review the details.
2. In the Passwords for new Lobby accounts section, select one of the following options:
  - User will need to set a password: An email will be sent to each user to set a password for their new account.
  - User will sign in through their corporate network (SSO): No additional actions required by te users.
3. Select Migrate.
For accounts with a status of Match:
1. If there is an existing Lobby account with the same account details, Migration Action is set to Link to an existing Lobby user account.
  If there is no existing Lobby account with the same account details, the first user account that appears will have a Migration Action of Create New Lobby User Account. The additional matching accounts are set to Link to an existing Lobby user account.
2. On the Migrate users to a Lobby accounts? dialog box:
  1. Review the details.
  2. In the Passwords for new Lobby accounts section, select one of the following options:
    - User will need to set a password: An email will be sent to each user to set a password for their new account.
    - User will sign in through their corporate network (SSO): No additional actions required by the users.
  3. Select Migrate.
For accounts with a status of Clash:
1. On the Migrate Aconex Users to Lobby page, select Resolve Clash.
  The dialog box will display the details of the clashing accounts.
2. Select either These are different people or These accounts are for the same person and select Continue.
  - For different people, enter the individual email addresses for each person. They'll use this email address to sign in to the Lobby.
  - For same person, select the correct name for this account. This should usually be the person's name, not their role, for example Flo Halstead not Doc Controller.
3. Select Continue to resolve the clash.
4. Once all the clashes are resolved, click Continue.
After the new Lobby accounts have been created, a User Migration Results page displays with a summary of the actions taken. Select Download Report to save a summary of the actions in a .csv file.
Users will receive a Welcome email that includes a link to access the Lobby.

Note: An account can still be created for a  Locked account. This is when a user does not have a Lobby account and their application account is locked.

Which option should I choose?

These are different people

If two different people are using Aconex and share a group email address, you should choose These are different people.

Two separate Lobby accounts will be created linked to their existing Aconex accounts. The emails addresses will also be the usernames. However, this won't affect the email contact address in Aconex. They'll still receive notifications.

For example:

Susanna Sipes and Jamal St. Laurence both work in the Estimating Department at Majestic builders. They both have separate Aconex accounts, but both accounts are configured to send notifications to estimating@majesticbuilders.com.

Their Organization Administrator chooses These are different people and enters susanna.sipes@majesticbuilders.com and jamal.stlaurence@majesticbuilders.com as their individual email addresses.

Susanna and Jamal receive email notifications to their individual email addresses letting them know that their Lobby accounts have been created, and they set passwords to use with their email address.

The next time they receive a transmittal in Aconex, the notification is still sent to estimating@majesticbuilders.com so both Susanna and Jamal receive it.

This is the same person

If the same person is accessing Aconex using different usernames, you should choose These accounts are for the same person.

A single Lobby account will be created for this person with the two Aconex accounts linked. The user will be able to choose which Aconex user they will be signed in as when they access a project.

For example:

Flo Halstead is the Document Controller on projects for Majestic Builders. She uses her own personal Aconex account for most work, but also uses an Admin User account when she wants to sign in to make changes in the organization.

She chooses These accounts are for the same person. She'll still have a single Lobby account with her email address and password to access the Lobby and all Aconex projects. When she accesses an Aconex project she'll be able to choose whether to access as flohalstead or adminuser.

Next: Link Multiple Lobby Accounts to a Single Aconex Account