When you first create an account on your new platform, you'll need to be approved by your PeopleGrove account manager. Once that has happened, you'll be able to invite your colleagues to join. You'll have to wait while they set up their accounts, then, once they've done so, you'll be able to log into the platform to approve your colleagues' accounts.
Inviting Colleagues FAQs
How many colleagues do schools typically invite?
Once you've created your own account on your new platform and been approved by your account manager, it's time to invite colleagues!
There are a couple ways you can do this. The simplest is to just email your colleagues a link to the site and ask them to create an account. Once they've signed up, you'll need to approve their accounts.
The alternative is to pre-add your colleagues to the site by creating accounts for them then sending them a unique invite link to activate their accounts. Trying this method can be good practice for later, since the invite process is very similar to the process you'll need to follow when you import large batches of users.
Pre-add users and send unique invite link
Lost? Hub Admin → Users and Analytics → Explore Users
Note that this method of adding users is better suited to adding just a few individual users than it is to adding large batches of users. So if you want to invite a few colleagues to try out the platform, this is a good method; if, however, you want to invite a large group of test users, we recommend working with your account manager to do an import instead.
Set Up Account For A New User
Go to Explore Users and click "Add User." Then fill out the info for that user (you'll need to enter their first and last name and email, and select a user type for them; adding a database key is optional).
Invite User To Activate Their Account
After adding the user, you'll have to the option to send them an invite link. We strongly recommend sending the invite, because without one the user will not necessarily know where to activate their account or even that they have an account.
Selecting the option to send the invite link will take you to the Bulk Email tool, where you can compose an email to the newly-added user inviting them to activate their account.
Note that the user whom you just added is automatically set as the recipient of this email; you will just need to add an internal email title and a subject line, compose your message, and (most importantly) add an invite button.
To add the invite button, click "Add Button," then check the "Invite link to join the main site" option. This will send the user a direct link to the site, meaning that, when they start sign up, they will activate the account you've created for them rather than creating a duplicate account. It also means that some of their information will be pre-filled, making signup faster.
Congrats, you've successfully added a new user and sent them a link to the site!
Lost? Hub Admin → Approval Queues → Approve Users
Once the new user joins, you may need to approve their account. To do so, just go to the Approval Queues and click the green checkmark.
If you're using database keys / id numbers to track users across multiple databases, you'll have the opportunity to add that number/id when approving the user. But if you're not using database keys, no worries – just skip this step.
Once you've approved the new user, they'll be able to start using the site!
Once your colleagues have signed up, you'll need to give them admin permissions.
Decide if you want to give the new admin hub permissions, site-wide permissions, or both
Admin tools are divided into two sets: the Site-Wide Admin toolset and the Hub Admin toolset.
Changes you make from Hub Admin are internal to your hub and will not affect other hubs. Changes from the Site-Wide Admin, however, will affect settings across hubs. Site-Wide settings include branding and initial setup settings related to the landing page and experience before a user signs up. Ongoing management and settings that affect the look and feel of the platform after the user has signed up are found in the hub admin settings.
(Want to learn more about the difference between clusters and hubs? You can do so here.)
Tip: Give admins targeted permissions
For instance, most of the tools admins need to access day-to-day are in Hub Admin, so if you're inviting your entire department to join, consider just giving them Hub Admin permissions.
If you're setting up SSO, you'll need to give your tech person Site-Wide Admin permissions.
There are separate Manage Admin tools in Hub and Site-Wide Admin, so to give a user Hub Admin permissions, go to the Manage Admins tool in Hub Admin; to give a user Site-Wide Admin permissions, go to the Manage Admins tool in Site-Wide Admin. You can give the same user both Hub and Site-Wide permissions by adding them twice, once in Hub Admin Tool and once in Site-Wide Admin Tools.
How to give admin permissions
You'll need the email address associated with the user whom you'd like to make into an admin. If you don't know what this is, you can search for the user in Explore Users, add the Email column, then copy the user's email from that.
Email in hand, go to the Manage Admins tool (nested under "Users and Analytics" in Hub Admin and under "Admin Management" in Site-Wide Admin). Enter the user's email into the text box in the lower right of the screen and click "Add Admin."
The user will appear in the list of admins. Select an Access Group for the new admin (access groups are simply sets of different permissions; you will likely only have one or two available at this point; to give admins more targeted permissions, learn how to create Access Groups).
Once you've assigned the new admin to an access group, you're done!