This article explains how to invite external users to your Happeo environment, detailing the difference between invited and seated users, the invitation process, troubleshooting tips, and handling error messages.
Package information: Inviting users is available to all package users.
Note: Invited users will come with a standard cost.
What are Invited users?
Invited users are invited individually or as a Google Group / Microsoft Group to be a part of your Happeo environment.
What is the difference between invited users and seated users?
While both types of users occupy a seat, their origin and association differ. Seated users are sourced from your provisioning source, whereas invited users are extended individual invitations or invited through Google or Microsoft Groups.
When should I invite users?
Invitations should be used to invite people who have a Google or Microsoft account but are not part of your Google or Microsoft Organization. This means the users should have a different email domain than your company.
Use cases
Use cases include external consultants, third-party companies, subsidiaries, etc. Invited users are a great way to give specific access to content within your Happeo to people outside of your organization.
How does inviting users work?
Permission: Only admins can invite users.
To add an invited user:
- Click your avatar at the top right corner of the main navigation
- Click Admin Settings
- Select User management
- Go to Invites
You can invite users manually or through this section's CSV file (batch invite).
You can also monitor invitations that have been sent but have not been accepted and resend them.
Manually invite users
To manually invite a user:
- Click your avatar at the top right corner of the main navigation
- Click Admin Settings
- Select User management
- Go to Invites
- Click Invite new users
- Type their email address
- Select their user role (user or admin)
- Click Invite user
After a user has accepted the invitation, they will no longer be visible in the Invited section and will appear in the Users section. From there, you can manage their permissions. When invited, these users will receive an email to accept the invitation.
Note: Invites to join your environment will be sent regardless of whether email notifications are turned off from the Admin Settings > Security > Email sending.
How to invite users in bulk
Create a CSV file
If you want to invite multiple invited users in one go, you can do so via a CSV file.
For instance, you can create a CSV with the users you would like to invite using Google Spreadsheet, then export it as a CSV file.
In the file, you must have:
- One row per email address
-
The user role is on the right side of the email row. The user roles consist of:
- Normal
- Admin
Note: In the CSV file, the user role should be titled Role.
You can find an example CSV when you click “Invite by CSV” and select “Download example CSV.
Note: You can have a maximum of 500 emails per file.
Upload the CSV file
To upload the CSV file:
- Click your avatar at the top right corner of the main navigation
- Click Admin Settings
- Select User management
- Click Invites
- Click Invite by csv
- Upload the CSV file
If you have seatcap enabled
The number of available seats will be displayed when uploading the CSV file.
After uploading the CSV file
You will be shown an overview of the users you want to invite and the user roles you provided in the CSV file.
In the overview, you can adjust the user roles by clicking on them and selecting the appropriate roles.
Once everything looks good, you can click Send invites.
View and download the results
Viewing the results
If you want to view the results, you can click Show results. These results show you if the invitation(s) was sent and if the invitation(s) was already created.
Note: An invitation that has already been created refers to a user who has already been invited in the past; therefore, a new invitation still needs to be sent. Please see the section Error messages below for more information.
Downloading the results
You can click Download results for a complete overview of the batch invite results. These results will be downloaded as a CSV file.
The CSV file contains:
- The emails you provided
- The user roles you assigned
- The date on which the invitation was sent / created
-
The results of the invitations
- Success
- Error
-
Message
- Invitation sent
- Invitation has already been created
(Pending) invited users
When an invited user's seat is pending, they will appear in the Reserved seats in the Seats Overview.
These seats are reserved so the invited user will immediately be granted a seat upon accepting the invite rather than waiting for a seat to become available. Should you wish to remove a reserved seat, we recommend that you cancel the pending invite.
You can see this article for more information about User Management and Seating.
Ways in which users can be invited to the platform
- Entire platform: The invite is sent from the Admin section, where the account is then treated as any other internal account
- Channel: Invited users are invited individually or as a Google / Microsoft Group to participate in a specific channel. This means they will receive access to the channel but also to the added Google Drive / Microsoft OneDrive folder
- Page Group: Invited users can be added to a specific page group via a Google / Microsoft Group
Error messages
No seats available
To invite a user, you need to have enough seats for the number of users you invite. For more information, please see our User Management and Seat Cap articles.
Invite failed to be sent
If an invite fails to be sent, you can try the process again by uploading the same CSV file you created initially. Happeo will then pick up the users who failed to be sent invites.
Invitation already created
If an invitation has already been created, the owner of the email to which the invitation was previously sent must accept the invitation.
I can’t find the invitation email
Invitation emails are titled by the name of the user who invited the user, followed by “has invited you to join Happeo.”
Sometimes, Happeo invitation emails might be in your spam folder. This could happen because of multiple reasons. To ensure that emails never end up in spam, you can add our sending address to your organization's email service's whitelist.
To do so, please add the following senders to the whitelist:
- emails.getuniverse.com
- emails.happeo.com
Note: We use the Mandrill App (Mailchimp) for our emails.
Microsoft limitations
Invited Microsoft users will only be able to access shared folders or documents if they are given access on the Microsoft side. Users can only access folders and documents located within their own Microsoft tenant. In other words, Microsoft users cannot access documents shared from a different Microsoft tenant as the core document does not live in the shared tenant. This is, unfortunately, a Microsoft limitation.
This limitation also exists in Happeo’s Search, meaning users cannot search for shared folders and documents from different Microsoft tenants.
Troubleshooting
Invited user did not receive invitation email
If an invited user has not received the expected invitation email, please follow these steps:
- Double-check that the invited email matches the user's email address to ensure there are no typos or errors in the recipient's email
- Check your spam folder or any other email filters that might have caused the invitation email to be redirected or marked as spam
If the issue persists, please submit a support ticket. Our support team will analyze the situation and assist in resolving the problem with the email invitation.