The Group Subscription Administrator Manual contains frequently asked questions about administering a group subscription, step-by-step instructions for common administrative procedures and the Terms associated with Group Subscriptions.

1. What is the Access Management Tool?

The Access Management Tool allows you to perform administrative tasks related to your organization’s group subscription. You can go to the Access Management Tool from myaccount.nytimes.com/group-manager. As the administrator for your organization’s group subscription, you are the only one with access to the Access Management Tool.

2. What are group subscription seats?

The group subscription purchased by your organization consists of a set number of seats. These seats grant digital access and each one may be given out to a single member of your organization. You can increase the number of seats associated with your group subscription by contacting your New York Times sales representative.

3. Who are authorized users?

Each member of your organization who is receiving access through your organization’s group subscription is an authorized user. Each authorized user occupies a single seat of your group subscription. Only members of your organization can be authorized users. 

4. What is a User ID? Why is it required for each authorized user?

The User ID field is required for each authorized user of your group subscription. You are responsible for creating a User ID for each user.

The User ID value you assign to each authorized user should contain information that allows you to easily identify the user. After being added to the group subscription as authorized users, members can change their email address so it is important that they can still be identified by their User ID. 

5. How do I add or remove authorized users?

For information on adding or deleting members, see the Access Management Tool Common Tasks.

6. Can I add multiple authorized users at once?

Yes. You can add multiple users during the initial set up of your group subscription by uploading a CSV file with the required information. For instructions on the bulk upload process, see How to add a group of authorized users. Please note, at this time you can only perform the bulk upload process once. 

7. Once I add authorized users to my group subscription, when will their access start?

After adding authorized users through the Access Management Tool, each user will receive a welcome email. The email contains instructions for logging in to an existing NYTimes.com account or creating a new account with NYTimes.com. Once users register their accounts, their access will begin. 

8. How many times can I perform the bulk upload process and add multiple authorized users at once?

You can only add a group of multiple authorized users once. The bulk upload process is only available from the Access Management Tool during the initial setup of your group subscription. After the initial bulk upload, you can add authorized users one-by-one.

9. Can I add members of my organization as authorized users if they are already New York Times subscribers?

No. Existing subscribers are not eligible for access through a group subscription. Existing subscribers will first have to end their personal subscriptions to be added as authorized users.

10. The bulk upload confirmation email listed users who were not added to my group subscription — what happened?

After successfully completing a bulk upload you will receive an email report. If there were any users who are already existing New York Times subscribers, they will not have been added to the group subscription. The information for the users who were not added will be listed at the bottom of the email. Only users with an existing subscription will not be added. All other users from your bulk uploaded will have been successfully made authorized users.

11. When I remove an authorized user, what will happen and when?

Removing authorized users from your group subscription will terminate their access to your group subscription immediately. The NYTimes.com account associated with each user will still exist, but there will no longer be full digital access for those accounts.

12. Can the number of authorized users I add exceed the number of seats my organization has purchased?

The Access Management Tool will not allow the number of authorized users to be greater than the number of seats purchased with your group subscription. The maximum number of users allowed is specified in the Purchase Order. If your organization would like to purchase more seats, please contact your New York Times sales representative.

13. How do I change my billing information?

Contact your New York Times sales representative.

14. Can I grant access to users by IP address?

No. At this time, we do not offer access by IP address functionality for group subscriptions.

15. Can I increase the number of seat licenses associated with my group subscription?

Yes. To increase the number of seat licenses, contact your New York Times sales representative.

16. How do I change the administrator information associated with my group subscription?

Contact your New York Times sales representative.

17. When does my organization’s group subscription end?

Your group subscription will renew automatically at the end of your subscription term, as stated in your organization’s Purchase Order. To cancel your subscription, you must notify The New York Times at least 60 days in advance of the end of your subscription term.

18. How do I cancel my group subscription?

Contact your New York Times sales representative.

19. How do I know how many seats are available in my group subscription?

From the Group Subscriptions Access Management Tool, go to the Manage Subscription List page. The number of seats used and remaining are listed there.

20. If I am not using all of the seats that I purchased in my group subscription, do I get reimbursed or receive a credit?

No. Your organization is not entitled to any refund or credit if the maximum number of seats entered into the Access Management Tool is less than the number of authorized users at any point during your subscription term.

21. Do the New York Times Privacy Policy and Terms of Service apply to each authorized user?

Yes. Each authorized user in your group subscription is subject to the Privacy Policy and the Terms of Service of NYT digital products published on NYTimes.com.

22. Why did I receive an email stating an authorized user left the group subscription?

Authorized users have the option to leave the group subscription at any time. A user who leaves your organization's group subscription will no longer receive digital access through your account. The seat occupied by that user will be open for another user.

23. How do I get help if I have any questions about the Access Management Tool?

If you need help with or have questions regarding your Group Subscription and the Access Management Tool, contact your Group Subscription Customer Success Manager. 

• For US Colleges and Universities, email edu@nytimes.com. 
• For companies and institutions, email nytcorpteam@nytimes.com. groupsubs@nytimes.com
• For High Schools and International education institutions, email Schools@nytimes.com.

24. What information about the authorized users of my organization’s group subscription do I need to supply?

For each authorized user, you must provide a User ID and Email. User ID and email must be unique values — no two members can have the same User ID or email address.

In addition to User ID and Email, you must supply either: the First Name and Last Name fields OR the Job Title field.

25. What if authorized users need help with access?

Your organization is responsible for all inquiries from your members regarding their access to the group subscription. If you have questions regarding access, you should contact your New York Times account representative.

Your organization’s authorized users may contact Customer Care for all inquiries regarding passwords, and the content and products that make up the group subscription (e.g., how to download our apps).

Access Management Tool Common Tasks

How to add an authorized user

1. From the Group Subscriptions Access Management Tool, go to the Add User page.
2. From the Add User page, fill in the user information in the provided text fields.
3. Note: Each field has a max length of 64 and must be an alphanumeric value. User ID and Email are required. User ID and ail must be unique for each user added to the group subscription. All users are also required to have either: the First Name and Last Name fields populated OR the Job Title field populated. 
4. Click the Add User button.
5. A welcome email will be sent to the email address you provided for the user. The authorized user will have digital access after following the registration procedure outlined in the email.
6. For information on adding a group of authorized users at one time, see How to add a group of authorized users. 

How to add a group of authorized users

During the initial setup of your group subscription, you will have an opportunity to bulk upload a group of authorized users. Please note, you will only be able to bulk upload a group of users once.

1. From the Group Subscriptions Access Management Tool, go to the Upload Subscription List page.
2. Click the Select a CSV File button. A window will appear, prompting you to select a CSV (Comma-Separated Values) file.
3. From the window, browse to the CSV file containing the information for the users you would like to add to your group subscription.
4. Note: For more information on creating a CSV file containing information for multiple users, see How to create a CSV file to add a group of authorized users.
5. Click the Continue button.

IMPORTANT TIP: Please sort the spreadsheet by the field you organize and search members by most often (e.g., User ID, Email, Last Name) prior to saving it as a CSV file (see How to create a CSV file to add a group of authorized users). This will be helpful later when you need to search for specific individuals in the Access Management Tool.

A welcome ail will be sent to the email addressed you provided for the users. Each user will have digital access after following the registration procedure outlined in the email.

You will receive an email containing an upload report. If there are any users who were not added, those users may already be existing NYTimes digital subscribers. If the problem persists, call New York Times Customer Care at 800-753-7795 or email us at businesscare@nytimes.com. 

How to create a CSV file to add a group of authorized users

A comma-separated values (CSV) file stores information in a plain-text format, classifying and separating fields in the file with commas.

The easiest way to create a CSV file is to add the values to a spreadsheet application (e.g., Microsoft Excel) and to save the file in .CSV format. You can download an Excel spreadsheet with sample data here. The sample data is there to serve as an example; replace that data with the information for your users.

The data should be in the following format:

*User ID AND Email required 

+Either First Name and Last Name OR Job Title required

Note: Each field has a max length of 64 and must be an alphanumeric value. User ID and Email are required. User ID and email must be unique for each authorized user. All users are also required to have either: the First Name and Last Name fields populated OR the Job Title field populated. For more information, see What information about the users of my organization’s group subscription do I need to supply?

After adding the information for your users to a spreadsheet, you will need to save the file in .CSV format.

IMPORTANT TIP: Please sort the spreadsheet by the field you organize and search members by the most (e.g., User ID, Email, Last Name) prior to saving it as a CSV file. This will be helpful later when you need to search for specific individuals in the Access Management Tool.

The procedure to save a file in .CSV format will vary slightly depending on the spreadsheet application you are using. For Microsoft Excel 2010, do the following:

1. Click File then Save As.
2. Enter a name for your file and from the Save as Type drop-down menu, select Comma Separated Values (.csv).
3. Click the Save button.

The plain-text format of the CSV file should appear as follows:

EricID12, eric.kramer@company.com, Eric, Kramer, Business Analyst

HannahID34, hannah.young@company.com, Hannah, Young, Account Representative 

JoeID56, joe.flores@company.com, Joe, Flores, Technical Writer

DanielleID78, danielle.hernandez@company.com, Product Manager

Note: Standard alphanumeric markup (e.g., spaces, dashes, periods) is allowed for a field, however you cannot have a comma in a single value. Inserting a comma in a CSV file represents the end of one field and the beginning of another — a field like “VP, Technology” will break the CSV file.

How to remove an authorized user

1. From the Group Subscriptions Access Management Tool, go to the Manage Subscription List page.
2. Select the users you wish to delete by clicking the checkbox next to their User IDs.
3. Click Delete.

How to troubleshoot bulk upload errors

If there is a formatting error or required fields are missing in the CSV file you use to add a group of authorized users at once, you will get an error message. Use the table below to troubleshoot any issues you may have.

Note: Each of these errors will cause a rejection of the entire CSV file. You will have to fix any issues and upload the file again.

Group Subscription Terms

New York Times group subscriptions are subject to the terms below. The New York Times ("NYTimes") reserves the right to amend these terms from time to time. Any such modifications will be posted on this page.

GENERAL

Each member of your organization who is receiving access to your group subscription is an authorized user. Your group subscription is only available to members of your organization.

You are responsible for any violations or misuse of NYTimes content by authorized users of your group subscription.

Group subscription does not constitute authorization for your organization to copy content from NYTimes digital products or publish such content on your organization's website, intranet or any other platform.

NYTimes hereby grants to your organization a nonexclusive, nontransferable, non-sub-licensable license to allow your organization's authorized users to consume NYTimes content for personal use and for internal, work-related research and general awareness purposes.

You are responsible for all inquiries from your members regarding requests to become authorized users.

You must supply EITHER first name and last name OR job title for all authorized users.

CANCELLATION AND REFUND POLICY

No refunds will be given. Your organization is not entitled to any refund or credit if you have unused seats or seats that have not been assigned to an authorized user.

TERMS FOR AUTHORIZED USERS

Authorized users, upon accessing NYTimes digital products, are subject to the NYTimes Privacy Policy and Terms of Service.

Your authorized users must be members of your organization. You may not sell or transfer seats to any person or group outside of your organization.

As stated in the Terms of Service, authorized users may not share login credentials. Please notify businesscare@nytimes.com of any known or suspected misuse of login credentials.

Each authorized user must have an NYTimes.com account in order to receive digital access.