Plan Availability | All plan types |
Permissions | Administrators: Can add, remove, and edit members. |
Related Reading |
SmartSuite makes it simple for administrators to manage team members. From inviting new members to updating profiles, onboarding and maintaining member lists has never been easier.
Member Invitations Overview
Invited Members
Abilities: Invited members can be assigned tasks and added to teams immediately after the invitation is sent. Invited Members cannot be mentioned in comments.
Admin Controls: Administrators can delete invited members at any time.
Accessing Member Management
All member-related tasks can be performed from the Manage Members page. Follow these steps to access it:
Log in as an Administrator.
Open the User Profile Menu:
Click your profile icon in the upper-right corner of the interface.
Navigate to Workspace Administration:
Select "Workspace Administration" from the dropdown.
Go to Manage Members:
Open the "Manage Members" tab.
Inviting Members
How to Invite a Member
Go to the Manage Members Page.
Click "Invite New Members".
Fill in the following details in the invite dialog:
Email Address: Enter one or multiple addresses (separated by commas).
Role: Assign the appropriate role (e.g., Administrator, Solution Creator).
Type: Choose the member type.
Teams: Assign the member to relevant teams.
Send Invitations:
Click "Send Invitations" to email invites to the specified addresses.
Note: For paid plans, you will not be charged for the invited member until they have accepted the invitation.
Alternate Ways to Invite Members
Admin Homepage:
Use the "Invite Members" button in the My Workspace section.
Member Directory:
Click "Invite Members" in the directory panel.
Assigned To Field Dropdown:
Select "Add New" from the dropdown menu.
Managing Invitations
Checking Invitation Status
To view the status of invited members:
Go to the Manage Members page.
Open the Display dropdown.
Select Status and filter by Invited.
Resending Invitations
If a member doesn’t receive their invitation:
Locate the member in the list.
Click the Resend link next to their "Pending" status.
Advise checking their spam folder if necessary.
When does an invited Member become an Active member that can be assigned tasks and used in @mentions?
An invited member can be assigned tasks immediately when the invitation is sent.
However, invited members cannot by used in mentions until they have accepted their invite.
Exporting Member Lists
Export your member data for analysis or record-keeping:
Open the Manage Members page.
Click the 3-dot menu in the top-right corner.
Select Export to download a file in either Excel or CSV format.
Exported Columns
The exported file includes:
Name
Email
Status
Role
Type
Teams
2FA Status
Last Login
Managing Existing Member Profiles
To update a member’s profile:
Click the member’s name in the Manage Members list.
Open the Manage Member dialog.
Click "Edit" in the Workspace Information section to update:
Status: Active or Inactive.
Role: Adjust the assigned role.
Type: Update the member type.
Teams: Modify team assignments.
Click Update Workspace Information to save changes.
Practical Scenarios and Use Cases
1. Team Onboarding
Scenario: A new marketing team joins the organization.
Solution: Use the "Invite Members" feature to onboard multiple members at once, assigning them to the appropriate roles and teams during setup.
2. Updating Roles
Scenario: A project manager transitions to a new department.
Solution: Edit the member’s profile to reassign their role, type, and team.
3. Managing Pending Invitations
Scenario: An invitee misses the invitation email.
Solution: Use the "Resend" option in the Manage Members page to ensure they receive it.