User Management
I. Invite new members
1. Invite from Contacts
As shown below, you can invite users from [Contacts] in the chat area:
There are three ways to invite, which are public invitation, invite via mobile phone or email, and invite from Contacts.
Public Invitation
It means that you can share the invitation link, QR code or organizational door number. Anyone who gets it can join the organization.
If users join the organization in this way, they need to be approved by administrators.
Invite via Mobile Phone/Email
Enter the phone number or email of the user you want to invite, he/she will receive an SMS or email, click the link in the text to sign up and join.
Invite from Contacts
Some of your contacts are your friends but have not yet joined the organization, so you can directly select and invite them to join the organization.
How to invite users on App
- Click [Messages] > [Contacts] > [ + (at the bottom right)]
- Select the target organization
- Select any one of the invitation ways
How to revoke invitation or re-invite
Go to [Org Admin] > [Member and Department] > [Inactivated].
2. Invite users one by one
If you are an administrator in your organization, you can add new members by going to [Profile Photo] > [Org Admin] > [User] > [Member and Department].
After entering name, email or phone number and selecting the department and position, you can send an invitation and wait him/her to sign up and join.
If he/she has signed up but not yet joined the organization, you can select from Contacts, and don’t need to enter the name, phone number or email.
3. Bulk import users
If you are an administrator in your organization, you can go to [Org Admin] > [User] > [Member and Department] to bulk import users.
You can download the import template, enter the data and import the file, system will send SMS or email to them.
When importing, for free users, a maximum of 100 can be imported for each IP and each user per day. There is no limit for paid users.
Invitation failed
When inviting users, if it prompts that he/she has already joined and cannot be invited again:
The user has already signed up, but waiting to be approved by the administrator.
The user has previously been rejected to join by the administrator, and only needs to be re-approved, not re-invited.
The user has previously been removed from the organization, and only needs to be restored permissions, not re-invited.
How to restore permissions:
Go to [Org Admin] > [User] > [Member and Department] > [Terminated], find the target user and click [Restore].
If the invited user and the removed user are not the same person, but only the same mailbox, please change the mailbox (try to add a suffix for the mailbox, such as allen1@hap.com). Do not restore permissions because if the account is restored, the user who takes over the account will be able to see the private information of the previous user.
II. Inactivated
If the invited user has not completed signup, he/she will be placed under [Inactivated]. He/She can be activated and join the organization after clicking the invitation link he received to sign up.
You can re-invite and send SMS or email again, or revoke the invitation.
III. Pending
If the user needs to be approved before joining the organization, he/she will be placed under [Pending].
Which users need to be approved
Users who actively join the organization through an invitation link or by searching for the organizational door number (regardless of who sent the invitation link).
Users who are not invited by the account administrator or super administrator in the organization.
Which users do not need to be approved
Users who are invited by the account administrator or super administrator in the organization via phone number or email.
If disabled [Enrollment approval], users who are invited by non-admins via cell phone number or email do not need to be approved.
Re-approve
Go to [Org Admin] > [User] >[Member and Department] > [Pending] to re-approve the users who have been rejected before.
IV. Rules for users to join an organization
Here you can set whether users invited by non-admins via email or phone number need to be approved when joining, or what information is required for users to join.
Go to [Org Admin] > [User] >[Member and Department] > [Invite] to set the rules.
V. User Management
It includes editing the basic information of users in the organization, such as department, position, job ID and other information (name, phone number and email are personal account information, which can only be modified by the user himself).
1. Single Edit
Go to [Org Admin] > [User] >[Member and Department], select the target user to edit.
2. Bulk Edit
Go to [Org Admin] > [Member and Department], bulk select the target users to edit.
Only department, position and location can be bulk edited.
3. Termination/Restore Permissions
3. Export Contacts
All contacts or contacts of a department can be exported.
Administrators go to [Org Admin] > [User] > [Member and Department] > [Import/Export/Update] to export.
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