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.
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 you have the correct permissions detailed above.
From this screen you set up each person you are inviting, one at a time. Along with their email address and their roles, you can choose the teams they belong to and the work regions they work in, so that their access is scoped correctly from the moment their account becomes active in your workspace.
In the Add User window, type the person’s address into Email Address (*).
Choose one or more roles from Assign Role (*). A user may have multiple roles.
Choose any teams the person should belong to from Assign Teams. This is optional, and a person may belong to more than one team.
Choose any work regions the person should be limited to from Assign Work Regions. This is optional, and a person may be given more than one work region. Work regions are grouped under the work region set they belong to. If your workspace does not have any work regions set up, this selector does not appear. See Work Regions.
Click Add User. The person appears in the list on the right of the window, with their email address and the roles, teams and work regions you chose shown underneath it. Repeat these steps for everyone you want to invite.
The roles, teams and work regions you choose are applied to each person as soon as their account becomes active in your workspace — straight away for someone who already has a Gruntify account, or at the moment they accept their invitation if they do not. Setting them here means the person has the right access from the moment they can sign in, without a separate step afterwards.
More details about how roles affect permissions can be found here.
Just click invite and the system will do the rest!
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.
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.
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.
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 email addresses into a CSV file, upload the file and send invites to a large number of people at once, where entering each email individually might become tedious or inefficient.
The CSV file has four columns: Email, Roles, Teams and Work Regions. Email and Roles are required on every row. Teams and Work Regions are optional and can be left empty.
You can edit the file in Excel or another spreadsheet program, but save it as a CSV file when you are done. Other spreadsheet formats, such as .xlsx, are not accepted. A single file can hold up to 500 people — if you are inviting more than that, split them across several files.
In the Roles, Teams and Work Regions columns you refer to things in your workspace by name, and you list more than one by separating each name with a semicolon (;). Capitalisation does not matter. Roles can be any role in your workspace, including custom roles, with one exception: the Primary Owner role cannot be assigned in a bulk invite. If a work region name exists in more than one region set, qualify it as ‘Region set name:Region name’ so that Gruntify knows which one you mean.
If a name in any of these columns does not match something in your workspace, that row is not invited. The rest of the file is processed as normal, and the report Gruntify emails you when the bulk invite finishes tells you which rows were left out and why.
Seats are checked across the file as a whole rather than row by row. If your plan does not have enough seats for everyone in the file, nobody in it is invited — not even the rows that were otherwise fine. Add seats to your plan, or split the file, and upload again.
The process follows the image above but is explained in more detail below. Please click a step to expand it.
Enter each email onto a new line, putting the person’s roles in the Roles column and, where you want them, their teams in the Teams column and their work regions in the Work Regions column. Save the file when you are done.
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.
Reviewing a Pending Invitation
Someone who has been invited but has not yet accepted sits in your workspace as a pending user. The roles, teams and work regions you chose for them are held against their invitation, and you can check them at any point before they accept and change them if something is not right. Whatever you save is applied to the person at the moment they accept their invitation and their account becomes active.
Go to the Users page in your workspace.
Set the status filter to Pending. The list now shows everyone who has been invited but has not yet accepted.
Find the person you want to check, open the actions menu at the end of their row, and click Edit Permission.
The Edit Permissions panel opens at the side of the screen showing their Roles, Teams and Work Regions. Add or remove entries in any of these. The Work Regions field appears only if your workspace has work regions set up.
Click Save.
This is the same panel used for people who are already active in your workspace, so you can adjust someone’s teams and work regions in exactly the same way after they have accepted their invitation.
Common Questions
What happens if I leave Teams or Work Regions empty?
The person is invited with the roles you gave them and is not put into any team or limited to any work region. You can add teams and work regions to them later from the Edit Permissions panel on the Users page.
My workspace does not have any work regions. What happens then?
The Assign Work Regions selector does not appear in the Add User window. In a bulk invite CSV file, leave the Work Regions column empty — any row that has a value in it is treated as an error and that person is not invited. See Work Regions.
How do I find out which rows in my bulk invite did not go through?
When a bulk invite finishes, Gruntify emails whoever started it a link to a report. The report is a spreadsheet with a row for every person in your file showing their email, roles, teams and work regions, whether they were invited, and where they were not, the reason why. Team and work region names that did not match anything in your workspace are listed there. Correct those rows and upload the file again. The download link works for 30 days.
Can I still use a file that only has Email and Roles columns?
Yes. Teams and Work Regions are optional columns, so a file without them uploads and processes normally.