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There are 3 ways to invite your colleagues to join Gelato Globe: Invite via email, via SMS or share a sign-up link. All of these options can be found in the left menu under Team > Users and clicking on Invite User on the right top corner.
Note: To be able to invite new users you need to have the permission Manage users.
Invite by email
Inviting users by email is the most common way to add new users to your Gelato account. You can add users one at the time or in bulk. If you are inviting multiple users at the same time, all the users will be part of the same group(s) and will have the same role.
To invite a new user by email:
- Select Team > Users from the menu on the left and then click on Invite User > Invite by email
- Add the email address of the user(s) you want to invite - you can add multiple addresses at the same time (simply copy-paste it into the E-mail field)
- Select the role from the drop-down list of roles
- Assign the group(s) you want the user(s) to be part of
- [Optional] Select the default billing entity - this will be preselected during checkout to simplify the payment process for users
- [Optional] Select the default cost center - this will be preselected during checkout to simplify the payment process for uses
- In the Edit the invitation text box, you can add a customized message, or keep the default if you prefer.
- After you have sent the invitations, the user(s) will receive an email - They will need to accept the invite and sign up.
- The admin will also get a notification email when a person invited has signed up.
Please note that the link expires after 7 days from when it was generated for security reasons.
Tip: You would normally use this option when you know exactly who should get access to your new Gelato account, and you know which group(s) they should be part of. You would also use the option each time a new person in your company should join Gelato as well.
Invite by SMS
Inviting users by SMS is the best way to get users into your Gelato account if you want them to experience from the beginning our Mobile app.
To invite a new user by SMS:
- Select Team > Users from the menu on the left and then click on Invite User > Invite by SMS
- Add the mobile phone number of the user you want to invite - you can add only one phone number at the time
- Select the role from the drop-down list of roles
- Assign the group(s) you want the user to be part of
- [Optional] Select the default billing entity - this will be preselected during checkout to simplify the payment process for users
- [Optional] Select the default cost center - this will be preselected during checkout to simplify the payment process for uses
- After you have sent the invitations, the user will receive an SMS with a link which will direct them to download the mobile app and sign up.
- The admin will also get a notification email when a person invited has signed up.
Note: Currently it is not possible to customize the message you send.
Please note that the link expires after 7 days from when it was generated for security reasons.
Share a sign up link
- Select Team > Users and click on Invite User > Share link
- Select the role and the group from the drop-down lists.
- [Optional] Select the default billing entity and cost center
- A shareable link to invite new users will be generated - Copy the link to clipboard by clicking on Copy link.
- [Optional] Select the link expiration date - by default this is 2 weeks for security reasons
Note: You can control and manage all the user invite links you have generated from the dedicated tab Teams > User invite links, including deactivating a link or changing the expiration date. Read more...
You can share the link as a text, email or internally on your communication platforms. When the users click on the link they will be redirected to a sign-up page. The admin will also receive a notification email for every person who joins the account.
Important: It is highly recommended that the invitation link is posted in a controlled environment (i.e. Intranet, or internal company site), providing an option to update it when/if needed. This helps to ensure flexibility as user adoption grows and the solution is rolled out throughout the organization
Tip: We recommend using this option if you have a large organization and can't get all the emails of the people that should get access to your Gelato Globe. You can share the link on your intranet and allow people to sign up on their own.