Article summary: Managing users effectively is a crucial aspect of building and sustaining a successful Speakap network. This comprehensive guide outlines everything you need to know about navigating the user overview dashboard, issuing invitations, editing roles, managing pending accounts, and delegating onboarding permissions.
Note: You can also automate user management with Speakap’s User Sync.
1. Accessing the User Overview Dashboard
The Users dashboard serves as your centralized hub for operational account administration. From this interface, you can seamlessly search for specific members, invite new colleagues, modify active permissions, or delete old user accounts.
To access the user overview screen on your web browser:
- Click on your profile picture located in the top right corner of the screen. Open Network Settings.
- Select Users, which is located directly under the Network settings category on the left.
2. Inviting internal and external users
You can introduce new participants to your platform by navigating to the top of the user dashboard and clicking the + Invite button. Depending on the explicit setup of your corporate network, you can provision two separate classes of users:
- Internal Users: Typically standard employees, management leads, and front-line staff working directly for your organization.
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External Users: External relations such as third-party suppliers, delivery partners, contractors, or customers.
- Security Tip: External users can be assigned strictly to isolated communication groups. This allows you to collaborate with them safely on tactical tasks without exposing them to company-wide updates, news, or sensitive network directories.
Step-by-step invitation flow:
- Click + Invite and select the type of user you want to add (Internal or External).
- Specify the email addresses you would like to send the invitations to.
- For internal users, select the appropriate network user role (the platform default is set to Member).
- Optional: Specify one or several communication groups to automatically add the user to the moment they log in.
- Optional: Write a custom personal message to accompany the system welcome details.
- Click the final Invite button to route the invitation to the user.
Tip for front-line onboarding: For employees who do not have a dedicated corporate email address, you can securely distribute temporary login credentials via SMS, onboarding slide decks, or physical workplace posters. For a full breakdown on deploying this option, see our step-by-step guide on Creating and managing printable invites.
3. Editing existing user profiles
Administrative needs change as employees shift roles or transfer departments. You can modify specific identity tracking attributes for any active user account. The editable fields include their general network member role, their localized group memberships, and their explicit user type (switching between an internal or external designation).
To edit an active account:
- Locate the employee within your master user list.
- Click the gear wheel icon positioned to the far right of their name row.
- Select Edit to open up their profile modification window and make adjustments.
4. Managing pending invitations
If an invitation hasn't been accepted yet, you can track and manage its status using the three-dot action menu located right next to the pending user's placeholder entry.
- Resend invitation: Triggers a completely new activation email to the user if they misplaced or missed the original message. Note: you can resend all invitations at once, where we do this for invitations older than 7 days.
- Cancel invitation: If an invitation was transmitted in error or to an incorrect address, select Remove from the three-dot action menu to completely invalidate the link.
- Export invitee logs: To perform an audit on your pending pipeline, click the three-dot menu icon located directly next to the main + Invite button at the top of the dashboard. Select Export all invitees to instantly download a structured CSV file containing all unverified users.
5. Delegating invitation permissions
You do not have to handle onboarding completely alone. To streamline operations across large enterprises, you can safely delegate user management and invitation authorization directly to local team leads or site managers. This empowerment permits regional supervisors to handle onboarding and offboarding tasks strictly within their own specific Business Units, Departments, or Groups.
To learn how to configure these localized permission rules, consult our administrative guide on Decentralized user management.