Article summary: This guide explains how to manage group memberships for active users. For existing members, administrators can bypass the invitation process and directly assign them to multiple groups simultaneously through the Network Settings or automate the process via User Sync.
1. Adding vs. Inviting to a Group
When a user is already an active member of your Speakap network, you do not need to send them an invitation to join an internal group. Administrators have the ability to directly "put" or add them into one or multiple groups simultaneously from the Network Settings.
This ensures the user immediately gains access to the group's timeline and resources without needing to accept an invite manually.
2. Manual step-by-step instructions
To manually add an active user account to several groups at once, follow these steps:
- Log in to your Speakap network (https://name.speakap.com).
- Click the gear wheel icon located in the top right corner of your screen to enter Network settings.
- Select the Users tab from the left-hand menu.
- Use the search bar to find the specific user and click on their name to open their profile.
- Within the user's profile modal, click on the Groups tab.
- Click inside the search bar labeled Add to the following groups.
- Search for and click on the specific group(s) you want to add them to. You can repeat this step to select as many groups as needed.
- Once you have selected all the necessary groups, click Save to confirm the changes.
- The users will automatically be added, without accepting an invite. They will be placed in the group.
3. Automating group assignments via User Sync
If your organization utilizes the User Sync feature to manage employee data, you do not need to manually add users to groups one by one. Instead, you can automate this process using Group mapping rules as explained in the User Sync articles.
Group mapping rules automatically assign users to specific Speakap groups based on their HR data attributes, such as:
- Department (e.g., Sales, Marketing)
- Role (e.g., Manager, Team Lead)
- Location (e.g., Amsterdam HQ, London Office)
It can also be a combination of these.
Management Options:
- Option A (Self-Service): If your organization has direct access to the User Sync configuration, you can set up or adjust these group mapping rules yourself directly within the sync settings.
- Option B (Speakap Support): If you do not have direct access to User Sync or require assistance with complex logical expressions, our team can configure this for you. Please contact support@speakap.com with details about the HR criteria and the target groups you wish to automate.