Invite users

How to invite users

1. Open the Showell App for Web. In the side menu go to Admin > Users
2. In the top right: click Invite users
3. Create the invite:
   1. Invite as: From here you can set the recipients role:
      1. Member - The receiver(s) of the invite will be added as a user
      2. Admin - The receiver of the invite will be added as Admin. For security reasons, you can only invite 1 admin at a time
   2. License: Choose a license tier
   3. 'Invite by' & 'To':
      1. Email - Enter 1 or multiple email addresses of the user(s) you would like to invite
      2. Domain - Enter a domain name to quickly invite all it's employees (you can also add multiple domains at once). If you select this option, you will be able to limit the amount of users to join with the given domain name (For example: companydomain.com)
      3. Open - Create an open invitation link for anyone who you grant access to that link. Optionally you can specify the max amount of users allowed to accept the invite
   4. Additional options: Click to expand and reveal more options
      1. Add to groups: users can be added to one or multiple groups right away
      2. Expiration date: Choose a date when the invite expires
      3. Message: Write a personalized message to accompany your invite
         • Use previous message: You can use any previously written invite messages as a template for new invites.
      4. SSO domain: If SSO invites are activated and you have a Single Sign-On (SSO) domain, enter it here. This allows users to accept the invitation and sign in with their existing credentials. The SSO domain is provided by Showell during the SSO setup process (typically based on your company name). Only specify the domain if all invitees can use the same SSO domain.
      5. Notify inviter: Get a notification when the invite has been accepted
      6. Use Custom fields: You can ask the invitee to provide additional information such as company, phone and country. This is particularly handy if you are working with dealers in your Workspace.
         Note: Custom fields are not available when an SSO domain (iv.) is specified for the invitation.
         
      7. Use Custom Terms of Service: Choose if you'd like to include your company's 'terms of service'
4. Click Done to send out the invitation

How to manage your invitations

1. / 2. Invitations overview & Invitation tab

After accessing the Admin > Users section in the side menu, you will be presented with a summary of the total number of invitations sent and accepted. Additionally, you can switch to the 'Invitations' tab to get a comprehensive view of all the invitations you have sent.

3. Invitation information and options

All the invitations you have sent are displayed in a list format. By clicking on the invitation or Properties button , you can access more information and details (Point 4). Additionally, you have the option to select and then remove multiple invitations at once using the checkmark (Point 6).

4. Invitation Properties

Once you've opened the Properties panel (Point 3), You will be able to do the following from the Properties tab (Point 5):

• Have an overview of who you invited, and under what role
• Edit the additional options such as adding to Group, set a new expiration date, write a new message, Notify inviter, use custom fields (Company, Phone, Country) or add a Custom Terms of Service. (changes will only apply for the members who have not accepted the invite yet).
• See the Metadata of the invite in a glance
• 'Copy Link' button: This allows you to copy the invite link to your clipboard, where you can then share this via any communication channel of choice to your invitees.

5. Status tab

Discover the current status of your invite by clicking the Status tab.

• This will show who has (not) accepted the invite.
• You also have the option to Send a reminder to the members who have not accepted the invitation yet directly from this section.

6. Multi-select options

After you've selected one or multiple invites (Point 3), you are able to mass-remove them.

What an invitation looks like

Once you have send the invite, the user will receive the invitation in their email.

The email is send from noreply@showellapp.com and will have your company default logo and colors, your personalized message and the 'Join now'-button. In rare cases it can happen that the invited person does not see the invite: please let them check their spam/trash folder.

After the user clicked the 'Join now'-Button, they will be redirected to the Showell signup webpage.

The Showell Signup webpage is branded with your company logo, colors, and personalized message. Depending on your chosen options, the receiver may be prompted to provide Company, Country, and/or Phone number, and accept your company’s Terms and Conditions.

If an SSO domain is used, the signup is simplified: the user will only be asked for their email and to accept the Terms and Conditions.

• New user (no SSO):
  Fill in the required fields and create your account.
• Existing user (no SSO):
  At the top of the invite, you'll see “Already have an account? Sign in”. Click “Sign in” to use your existing credentials. After signing in, you will be added to the new Workspace.
  Note: You may be redirected to your Home Workspace first. If so, you can switch to the new Workspace from the side menu under "My Workspaces".
• New user (with SSO):
  Simply enter your email and proceed with SSO login.
• Existing user (with SSO across all Workspaces):
  You typically do not need to use the invite. Access is managed via SSO, and you should be able to access your Workspaces directly.

If you are working with a mix of SSO and non-SSO Workspaces and experience unexpected behavior, please contact Showell Support.