Managing Nextcloud users, teams, and shared folders

With a Nextcloud package from WebOké, you create users yourself in My WebOké. You don't need to be in Nextcloud itself for that. How many users you can create depends on your package and the configurable options. Below you'll read how to put users in teams and share folders with an entire team.

Creating a user

1. Log in to My WebOké, go to My Products and click Manage next to your Nextcloud package.
2. At the top of the package page you'll see three counters: Nextcloud users, Office Suite licenses, and Storage space, each shown as used of limit. Scroll to User Management. There you'll find all users with account name, display name, email address, Office Suite, status, and last login.
3. Click Add user and fill in the fields (see below).
4. Click Create user. The user is immediately added to the list and can log in to your Nextcloud right away with the username and password. Use the Open Nextcloud button on the package page to go to your Nextcloud.

• Username: this is what the user logs in with. Lowercase letters, numbers, period or hyphen, 2 to 64 characters. This name cannot be changed later.
• Display name: the name others see when sharing files and in Nextcloud Talk. Can be changed later.
• Email address: the user receives Nextcloud notifications here, such as password resets and shared folders. Can be changed later.
• Password: at least 10 characters with at least one number and one special character. Use Generate to create a strong password. Share it securely with the user: no email with the password is sent.
• Assign Office Suite license: check this if this user needs to be able to edit documents with the Office Suite (Euro-Office). You need a free license for this.

Managing users

Via the action menu next to a user, you can change the password, edit the display name and email address, disable or re-enable the user, and delete the user. Use the toggle in the Office Suite column to turn a license on or off. Changes in User Management are saved immediately.

Need more users or licenses?

If you've reached your limit, increase the number on the same page under Configurable options. An extension is charged pro rata for the rest of your term and takes effect after payment. A reduction takes effect immediately. Want a different package? Click Change hosting package.

Teams and shared folders

Do you often work with the same people, such as a department, a board, or your family? Put them in a team. In Nextcloud, a group you create yourself is called a team.

1. Open the Teams app in Nextcloud via the nine-dot menu in the top left.
2. Click New team, enter a Team name, and click Next.
3. Add the members: type their name and select them from the list.
4. Want to share a folder with the whole team? Open the Sharing tab on the folder, type the team's name under Internal sharing, and choose the permissions.

Anyone added to the team later automatically gets access to the shared folder. Anyone you remove from the team loses that access.

A shared folder remains owned by whoever created it, and counts towards their storage. Want a folder that belongs to the team itself and keeps existing if someone leaves? Then request a team folder. WebOké creates a team folder for you:

1. First create the team in the Teams app.
2. Create a ticket in My WebOké with the name of the folder and the name of the team.

Team folders are available in Personal, Family, and Max, not in Nextcloud Free. The storage of a team folder doesn't count towards one person, but does count towards your package's total storage.

More explanation in the Nextcloud manual: Creating teams and sharing a folder with your entire team, Team folders: a shared folder owned by the team, and Permissions: who manages what in your Nextcloud?

Detailed explanation with screenshots: Creating, editing, disabling, and deleting users in the Nextcloud manual.