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Managing & Inviting Members
Managing & Inviting Members

Onboarding made easy

Peter Novosel avatar
Written by Peter Novosel
Updated over a week ago

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:

  1. Log in as an Administrator.

  2. Open the User Profile Menu:

    • Click your profile icon in the upper-right corner of the interface.

  3. Navigate to Workspace Administration:

    • Select "Workspace Administration" from the dropdown.

  4. Go to Manage Members:

    • Open the "Manage Members" tab.


Inviting Members

How to Invite a Member

  1. Go to the Manage Members Page.

  2. Click "Invite New Members".

  3. 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.

  4. 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:

  1. Go to the Manage Members page.

  2. Open the Display dropdown.

  3. Select Status and filter by Invited.

Resending Invitations

If a member doesn’t receive their invitation:

  1. Locate the member in the list.

  2. Click the Resend link next to their "Pending" status.

  3. 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:

  1. Open the Manage Members page.

  2. Click the 3-dot menu in the top-right corner.

  3. 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:

  1. Click the member’s name in the Manage Members list.

  2. Open the Manage Member dialog.

  3. 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.

  4. 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.

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