Summary: This guide explains how administrators manage group memberships for active users. For existing members, you can skip the invitation process and directly assign them to multiple groups at once through the Network settings, or automate the process via User Sync.
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 can directly add them to one or multiple groups at once from the Network settings.
This way the user immediately gains access to the group's timeline and resources, without needing to accept an invite manually.
Manual steps
To manually add an active user account to several groups at once:
- Log in to your Speakap network (https://name.speakap.com).
- Click the gear wheel icon 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, 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 to the group, without accepting an invite.
Automating group assignments via User Sync
If your organization uses the User Sync feature to manage employee data, you do not need to add users to groups one by one. Instead, you can automate this with 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 (for example, Sales, Marketing)
- Role (for example, Manager, Team Lead)
- Location (for example, 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 need help with complex logical expressions, our team can configure this for you. Contact support@speakap.com with the HR criteria and the target groups you want to automate.
Still stuck?
Email us at support@speakap.com with your network name, the user(s) involved, and the groups you want them added to, and we'll help you out.