Your complete guide to being a Quip admin

So, you're administering your company's Quip site. Congratulations! If you're reading this documentation, it means you probably have questions about what you can do as Quip admin, so let's start there...

What can you do as a Quip admin?

Great question! You can set up and manage all of these things as the admin for your Quip site:

  • 👯‍♀️People: Add new members to your organization. Promote them to admins if you want. Disable accounts that are no longer in use.
  • 📁Folders: Create group folders to help organize the teams at your company.
  • 💰Billing: Manage your billing preferences and see your payment history.
  • 🏢Company profile: Pivoting? Change your company's name or its Quip subdomain.
  • 📄Helpful docs: Got documents you want your all members to see? You can put links to those docs in their sidebars.
  • 🎨Custom slide templates: Pre-populate your members' slides setup with the templates and colors your company uses.
  • 🔔Notifications: Set a default for which notifications your members get.

And if you've upgraded to Quip Enterprise or Quip for Salesforce, you can do even more:

  • 🔑API keys: Generate tokens for automating processes and building bots.
  • 💎Live Apps: Install new Live Apps for your organization, or remove already-installed ones. Or, heck, build your own.
  • 💕External sharing: See which documents have been shared outside of your organization, and prevent any external sharing.
  • ⚖️Legal holds: Archive your site's content and data, and prevent any permanent deletion.
  • 🚩Custom banner message: Show a custom message to all your users in a banner across the bottom of their Quip window.

Finally, as a Quip admin, you should take a moment to learn about your members' rights over their personal data, and how you can maintain compliance with the regulations that safeguard those rights.

 

Getting to the admin console

This is where you'll be doing most of your administrative stuff. You can get to the admin console through your account menu:

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Wait, do all Quip sites even have admin consoles?

All Quip Business and Quip Enterprise sites do, indeed, have admin consoles. Personal Quip sites (created using a personal email address) do not, and the administrative functions you can perform are limited accordingly.

 

Managing your members

You can get an overview of your site's member list, and perform most member-related tasks, in the Site Members tab of the admin console.

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Within that tab, you can filter the list by member type.

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  • Enabled members: All active, billable members of your site. Doesn't include provisioned members or bots.
  • Admins: Members with administrative privileges on your site. That includes you.
  • Provisioned members: Members who've been added to the site through the admin console (more on that below), but have yet to sign in.
  • Pending members: Members who've signed up for your site, but have yet to verify their email addresses through the verification email we send to new members.
  • Deactivated members: Ex-members of your site who have been deactivated by you or another admin.
  • Bots: Admin-created bots with access to the documents and chats in your default group folder, but nothing else on your site. You can create as many bots as you like for free.
  • All members: All of the above in one big table.

Adding new members

To add people to your Quip site

  • Go to the Site Members tab.
  • Look for the “Provision User button at the top right. Click it.

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From here, you can add members by either adding their names and email addresses manually, or uploading a CSV file that includes name and email pairs, one pair per row.

When your provisioned user logs in for the first time, their account will be enabled and added to your bill. (Until then, of course, they cost nothing.)

You can also invite people to your Quip site without using the admin console, directly from your main Quip window.

  • Head to your account menu.
  • Select “Add Members...”
  • Type in the email address of whoever you want to add.

The main difference between these two methods is that members who are provisioned through the admin console can be @mentioned in documents and chats, even before they log in.

Viewing and editing information about a member

Click on a member's name in the admin console to view and edit their profile, which includes all of the following things about them:

  • Their name, obviously
  • Their email address (or addresses, if they have more than one)
  • The date they joined your site
  • Their member status—active, provisioned, etc.
  • The role—member, admin, or bot
  • Which admin-created group folders they belong to
  • Which member-created shared folders they belong to
  • Which mobile devices they've installed Quip on

Want to change a member's name or email address? Okay, just click “Edit User.” You can do that there.

Need to log someone out? You can do that from the menu next to the “Edit User” button.

Disabling a member's account

Even at a great business like yours, people come and people go. Here's how to deactivate their Quip login when they leave:

  • Go to the Site Members tab of your admin console.
  • Find the member you want to deactivate, and click on the menu at the far right of their listing.

Want to re-enable a member's account? Go to the “Deactivated” section of your Site Members tab, the enable whoever it is you want bring back.

Say, what happens to a member's content when their account is disabled? If it's been shared with other members, those other members will still have access to it. If it hasn't been shared, it still exists, but it won't be accessible. If you need any help dealing with the contents of a disabled account, contact support@quip.com.

Merging two member accounts

Maybe one of your members managed to sign up twice. Maybe two of your employees have fused into a single being. Whatever the reason, if you need to merge the contents of two accounts, you can do so in the admin console.

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  • In the Site Members tab, open the menu next to the “Look up Member” button. Choose “Merge Accounts.”
  • Read the warnings about how this process is irreversable, and you should be very careful before proceeding.
  • If you decide to proceed, click the “Continue to Merge Accounts” button.
  • Type in the email addresses of the two accounts you want to merge. The contents of the first account will be merged into the second account.
  • You'll be asked to confirm once more that you really want to this. If you're sure you are, go ahead.

Once the merge begins, it may take up to five hours to complete.

After the merge:

  • The first member you listed in the merge process will no longer be a part of your organization.
  • The second member you listed will have access to all the content of the first member.

Additionally, The first member's email address will added to the second member's profile. The second member can choose to have notifications sent to that new email address instead of (or in addition to) their original email address, if they like.

You can merge a disabled account into an active account. You cannot, however, merge two disabled accounts. Just so you know.

If you need to have an email address removed entirely from the remaining member's profile, contact support@quip.com.

Promoting a member to an admin

Need a helping hand with this administrative stuff? Promote someone to an admin!

  • Go to the “Site Members” tab of the admin console.
  • Find the row with the name of the user you want to promote. Click on the menu at the far right.
  • Select “Make Admin.”

Being an admin is pretty powerful stuff, so dole out that power carefully. Note that admins can demote each other to non-admin status. This means that you can un-admin any admin, but that admin can also un-admin you. Basically: make sure you trust your deputies, pardner. 🤠

You can follow the same process to demote admins back to regular members. Just choose “Remove as Admin” at the end.

 

Putting helpful docs in your members' sidebars

You've probably noticed the “Favorites” section of your Quip sidebar by now. That's where your members can add shortcuts to the documents (and chats, and folders) that they need easy access to.

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You, as an admin, can set things up so specific documents are already favorited for your members. It's a handy way to steer them toward wikis, project plans, briefs, or other documents that might be helpful to everyone on a team.

All you need to do is:

  • Go the document you want to add to everyone's Favorites. Go to the Share menu, and select “Get Link.”
  • Set it to “View and Edit,” then click “Copy” to copy the URL.
  • Go to the admin console.
  • Go to the Settings tab, then select “User Defaults.”
  • Paste the URL into the “Default Sidebar Contents” section.

Hit return and the document will show up in members' sidebars, as if by magic. But it's not magic. It's Quip.

 

Installing custom slide templates and colors for your company

You can put custom slide templates right into your members' New Slide menu, making them always-available to everyone on your site. You can also set custom company colors for the color pickers in Quip slides. Once you've got things set up (easy!), putting your company's branding into its content is as easy as clicking a button.

Adding custom slide templates
The basic idea is this: Any slide deck in Quip can be turned into slide templates. Each deck you import will be added to a new section of the slide picker, and you can create as many sections as you want. Every slide in the deck you import will be added to the picker, by the way, so make sure there's nothing extraneous (or embarrassing!) in there.

  1. Create a slide deck in Quip that contains all the templates you want to add. (It can be private or public, doesn't matter)
  2. Copy the deck's URL
  3. Head over to your Admin Console, then select the “Site Settings” tab
  4. Click on the “Add Slide Layouts” button
  5. In the modal that pops up...
    1. Enter a section name for the slides you're importing
    2. Paste the link you copied above
    3. Click the “Add Section” button
  6. You'll see the section appear in a list on the main Site Settings page. Voilà

The new templates will immediately available to all users, though they may need to refresh their browser page first.

Updating sections: When you add a new section to the Quip slide picker, it's a one-time import. Any changes made to the original deck will not automatically synced to the layouts in the slide picker. If you do want to update the slide picker layouts based on changes to the original deck, however, just click the down arrow on the list of sections, then select “Refresh Slide Layouts.”

Deleting sections: Easy. Just click on the down arrow in the list of sections on the Site Settings page, then select “Delete.” Note that this won't affect anyone's existing slides, just the templates that are available in the slide picker.

Setting custom colors for slides
With a little help from you, your members can stop hunting for hex codes and easily add the hues your company uses to the color pickers in Quip slides. That means your brand colors can be quickly and easily deployed in the text, shapes, backgrounds, and charts your members create.

  1. Head over to your Admin Console, then select the “User Defaults” tab
  2. Under “Default Slides Colors”, click the “Add Colors” button.
  3. Add or change the colors you want. You can have up to 24.
  4. Click “Save Changes.”

The new colors will immediately available to all users, though they may need to refresh their browser page first.

 

Managing your group folders

Group folders are, simply put, shared folders that only admins can create. Usually companies will create a group folder for each team at their company, but you can organize things however you like, really.

Here are a few suggestions for setting up your group folders, if you're interested.

Your default group folder

When you create a Quip site, a default group folder for all your members is also created. Everyone who joins your site joins that folder, and has access to all its contents. It's named after whatever your company is named. Our company, for example, is called Quip, and the group folder for everyone at Quip is also called Quip. Simple. 🙂

You can't remove members from your default group folder, and you can't change which group folder is your default group folder. It's very pure.

Creating a new group folder:

  • Go to the “Group Folders” tab in your admin console sidebar.
  • Click on the New Group Folder button.
  • Name your folder and add members to it by listing their email addresses.

A few tips about that last part...

  • You can add up to 50 members at a time, one email address per line.
  • All of the people you list need to be members of your site. If you list an email address that isn't associated with an existing member, you'll get an error.
  • You need to list your own email address, too. You can't create a group folder that you're not a part of. Once you've created it, however, you can remove yourself if you want to. ✌️

Adding more people to a group folder

  • Click on the group folder you want to add people to.
  • Look, up in the top right corner! There's a buttons that says “Add Members.” Click it.
  • Add members to the folder by listing their email addresses. You can add up to 50 at a time, one email address per line.

Removing people from a group folder

This one is easy:

  • Click on the group folder you want to add people to.
  • Click on “Remove” next to whoever you want to remove.

Ta-da! 

 

 

Changing your company information

You can change your company's name, you quip.com subdomain, and your company icon from the Settings > Site Settings tab of the admin console. Just go there and click the Edit Profile button.

Questions?

If I change my company's name, does the name of the my default group folder change? Nah. But if you want to rename that folder, just navigate to it in Quip, then select “Rename Folder” from the Folder menu.

If I change my subdomain, will my old URLs still work? Yes! Anyone trying to visit a URL with the old domain will automatically be sent to the document at its new domain.

 

Setting notification defaults

Notifications are essential to collaborating in Quip, and we work hard to make sure all your members get notified about the stuff they need to be notified about, without getting overwhelmed by all the stuff they don't.

You can set the default settings for all your members in the Settings > User Defaults tab.

  • Look for the “Notifications” sections (it's right at the top, so you shouldn't have to look for too long)
  • Click the Set Defaults button

The “Only new mentions, shares, and comments” setting should work well for most organizations. With that selected, your members will be notified about:

    • @Mentions of their name in a document or chat
    • @Mentions of “@everyone” in a document or chat that they're part of
    • Someone adding them to a document, folder, or chat
    • Someone adding a document to a shared folder that they're part of
    • Responses to one of their comments in a doc
    • Comments on an edit they've made
    • Likes of their comments or chats
    • Likes of comments or chats they're mentioned in
    • Someone opening a document they've shared
    • Requests for access to a document that they're part of
    • Reminders for dates they've @mentioned

If you switch the default to “Show all notifications,” they'll also be notified about:

    • Edits to a document they're a part of
    • Chat messages, in conversations that they're a part of, that don't mention them by name
    • Comment threads on content they haven't created, or that don't @mention them by name

Your members can set their own notification preference and overrule these defaults, by the way. But whatever you set here is what members will start out with.

Creating a custom banner message

Admins can show a persistent message to all web and desktop app users in their Quip site. It'll live in a banner across the bottom the Quip window, and appear on every screen in Quip.

What might you use this for?

  • Legal notices
  • New feature announcements
  • Links to globally helpful documentation
  • Whatever else you might want every user in your organization to know about

To set a banner message...

  • Go to the Site Settings tab of your admin console
  • Under the Banner Message heading, click the toggle.

A banner message can be up to 140 characters long, and have text and emoji, but no links, bolding, italics, or other formatting. You can optionally specify that the message should contain a "Learn more" link, and you can specify the URL that link goes to. Additionally...

  • You can choose between a bright blue, perfect for important required messages, or a lighter blue, great for less urgent informative notices.
  • You can choose whether your users are able to dismiss the message, or whether it's always shown.

To change the message, click the Message Settings button in the Site Settings tab. You also see one additional option, “Display this message again to users who have dismissed it."  If you select this checkbox and hit Update Banner Message, the banner will display again to any users who have dismissed it — even if you don't make any other changes.

To turn off the message, just hit the toggle again, and the message won't be shown to users anymore.

Managing your organization's Live Apps

Live Apps are interactive, real-time, collaborative tools you can add directly to your Quip documents. You've got a whole bunch of them built in your Quip site already—calendars, project trackers, and Kanban boards just to name a few—and you can find even more of these powerful extensions and third-party integrations over in the Salesforce AppExchange.

You can see which apps you've got installed—and uninstall any you don't want—by clicking on “Live Apps” tab of your admin console.

  • Built-in apps are apps that come pre-loaded in Quip.
  • Your company's apps are apps that your company has developed. You can learn more about building your own apps over in the Quip Live Apps API Guide.
  • Third-party apps are apps developed by other companies or outside developers.

You can change the installation status of any app from its settings cog:

  • Installed apps can be added to documents, edited, and viewed by all members of your team.
  • Uninstalled apps can't be added to documents, but they can still be viewed and edited in whichever documents they currently exist.
  • Blocked apps can't be added to documents, and will no longer be viewable or editable in the documents where they already exist. (You should consider giving your team a bit of warning before blocking an app, just in case they have content in the app that they need access to.)

You can learn more about Live Apps here.

 

Upgrading your Quip subscription

If you're using a free version of Quip and you've decided to upgrade to a Business account, click on the Upgrade button in the Billing tab of your admin console. From there, all you need is a credit card.

If you want to upgrade to Quip Enterprise and all it offers,contact our Sales department and they'll be happy to help you.

 

Managing your payments

You can manage everything billing-related in the Billing tab of your admin console, naturally.

If you want to change your credit card info, click “Edit” next to the Payment Method section of your plan details.

If you need receipts for all your previous payments, they're available in the Billing History section of the Billling tab.

If you want to cancel your Quip subscription...well, we're sad to see you go. 😢Admins with a Quip Business plan can start the cancellation process by opening the menu next to the “Change Plans” button, then selecting “Cancel Subscription.” For those with Quip Enterprise plans, please contact support@quip.com.

Once you've cancelled, your organization's plan will be downgraded to a free, limited-use trial. All your content will still be available, but if you hit the usage limit, your access to Quip will become read-only. You're welcome to come back to Quip at any time, of course, and pick up right where you left off.

 

 

Get an API key

API access for bots

Bots can use Quip's automation API to interact with and perform tasks for the humans in your organization. They have access to the documents and chats in your default group folder, but nothing else on your site. You can add as many bots as you like for free.

  • Go to the Site Members tab of your admin console.
  • Open the menu next to the Look up Member button and select “New Bot.”
  • Name your bot in the field provided.
  • Copy the access token and do with it what you will.

Domain-level API access

If you want to create an automated process that has access to all the documents on your Quip site, contact Quip's sales team about turning on the Site-Read API. The Site-Read API allows services you've approved to read everything on the site, but not write to it.

 

Tracking externally shared documents (enterprise only)

Since your company probably works with other companies, Quip makes it easy to share your work with people outside of your organization. Of course, you'll want to keep track of those documents that have traveled beyond your company's walls, and the admin console has a few tools for doing exactly that.

You'll find all of them in the External Sharing tab. Within that tab:

  • Externally Shared Content lists the documents, spreadsheets, slides, and chats that members of your organization have added external users to.
  • Publicly Sharable URLs lists the content on your site that can be viewed at its URL by people outside of your organization.
  • External Users of Group Folders lists users outside of your organization that have been added to specific group folders on your site.

How does content on your site become externally shared?

Just to back up a little, members of your organization can make a document open to the public by selecting “Get Link” under its Share menu, making it viewable or editable through its link, and then clicking the “Allow access outside of...” button at the bottom of the dialog:

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Your members can also add specific external users to a document through the Add People... option in the Share menu, rather than sending around a publicly accessible link.

 

 

Restricting External Sharing (enterprise only)

Quip makes it easy to balance security with collaboration to meet your organization's particular needs. You can prevent all external sharing if you need to, or you can limit sharing to a trusted allowlist of users and domains.

You can control your sharing setup under the Settings > Sharing tab.

  • Restrict External Sharing: Turn this on to prevent any of your company's content from being shared externally. Your users won't be able to share any documents or folders directly with people outside your site. They also won't be able to create publicly shared links or add any documents or folders to shared folders that are owned by other companies.
  • External User and Domain Allowlist. After you've turned on Restrict External Sharing, you'll have the option to create an allowlist of users or organizations that your site's members can freely share with, despite the restriction. You can add an entire domain if there's an organization you work with closely, or add individual people by entering their email addresses. Your site's members will be able to share with anyone on the allowlist, but sharing with any external users not on that list will still be prevented. The users on the allowlist won't be able to share your content with anyone.

When Restricted External Sharing is on, your site's members will be alerted any time they try to share with someone they're not allowed to share with. You have the option to add a link to that warning, if you want to. It can lead to support documentation, a pre-filled ticket to request someone be added to the allowlist, or whatever makes sense for your company.

Turning on Restrict External Sharing won't change anything for content that's already been shared with external users. Anyone who's already shared on your company's documents and folders will still be shared on those documents. Going forward, however, sharing any additional content with those same users will require them to be on the allowlist.

Initiating a legal hold on your site (enterprise only)

Placing a legal hold on your site prevents any of its content or data from being permanently deleted. Nothing changes on the members' end—they'll still be able to make edits, move documents to the trash, and change their personal information during a legal hold. Admins, however, will retain access to any deleted content until the hold is disabled.

To initiate or disable a legal hold, submit a request with the support team to enable your legal hold feature in the console. Then, toggle “Legal Hold” in the Site Settings tab of your admin console.

(Once you've disabled the hold, by the way, any user-deleted content may be permanently removed from your site.)

 

Personal data compliance in the admin console

The Quip admin console offers a number of ways to comply with the European Union's General Data Protection Regulation (GDPR). Consider some brief examples:

  • Data deletion: You can remove a user's personally identifying information from their account.
  • Data portability: You can look up and export a user's profile and contacts.
  • Data processing: You can disable a user's account, and thereby cease the processing of their data.

Learn more about personal data compliance in Quip.

 

 

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