Inviting Users to Workspaces

Professional Business

After you create a workspace, you’ll want to be able to invite new users.

Roles Able to Invite New Users

By default, only the Primary Owner and Owner are able to invite new users to a workspace.

Using custom roles, any user with the Users > Manage Users custom role permission will be able to invite new users.

More information about Custom Roles can be found here.

Inviting New Users

Please click each step below to expand it for more detail.

A screenshot of the sidebar and submenu is below.

Screenshot of the sidebar from the Web App.

If this button does not appear, you are unable to invite new users to your workspace. Check with your workspace’s Primary Owner to make sure have the correct permissions detailed above.

The Add User Button

From this screen, you may enter the email of the person you would like to invite as well as the Roles you would like them to have. A user may have multiple roles.

More details about how roles affect permissions can be found here.

A screenshot of the User Invite window in use. On the left you can see a user’s details being entered and on the right you can see users whose details have already been entered.

If the amount of users you are inviting is larger than the amount of seats in your plan, you will be prompted to update your plan.

More information about Seats and Billing can be found here.

Just click invite and the system will do the rest!

The final invite button

You will also see window afterwards showing you how many users you have invited as well as how many seats in your plan you have left.

Invitation confirmation showing how many users have been invited to your workspace.

Once you have invited users to your workspace, one of two outcomes will occur for each user:

If the user already has a Gruntify account

If the email address you invited is already associated with a Gruntify account, that user will be immediately added as an active user in your workspace. They will receive an email like below to inform them of this and provide them with easy access to check out the workspace. No further action is required for the user to start working.

Email notification for existing users

If the user does not have a Gruntify account

If the email address you invited is not associated with a Gruntify account, the user will receive an email like below prompting them to sign up. This email includes a ‘magic link’ which will allow the user to create their account and accept the invite all at once. Until the user signs up with this link, they will remain as a pending user in your workspace and will not be able to start work.

If the user signs up for a Gruntify account after the invite was sent, without using the magic link in the email they received, they will not be added to your workspace. The user will need to return to the email, click the link, and then switch to the ‘Log in’ page to sign in with their account and accept the invite.

Email invitation for new users

If any of your users have difficulty signing up or navigating the invites, please feel free to raise a support ticket with us and we will be happy to help.

Bulk Inviting New Users

Gruntify also supports bulk invites for inviting new users to your workspace. Similar to inviting new users as the above instructions, we can instead use Bulk Invites in the Bulk Invite tab of the User Invite window.

Bulk user invitation allows you to enter multiple emails onto a spreadsheet, upload the spreadsheet and send an invite to large amount of emails address where entering each email individually might become tedious or inefficient. In the spreadsheet, you will need to add one or more roles in the ‘Roles’ column for each user. You can refer to any role in your workspace (including custom roles) by name, and specify multiple roles by separating each with a semicolon (;).

The process follows the image above but is explained in more detail below. Please click a step to expand it.

Click the link below the instruction to download the Bulk Invite Template.

An example of a filled template is included in the next step.

Enter each email onto a new line with roles in the second column, and save the file when you are done.

A filled-in bulk import template.

The CSV Template can then be uploaded and you will be shown a preview of how many valid users are able to be invited as well as how many have already been invited or are already in the workspace.