Summary: This guide shows Network Administrators how to invite employees to their Speakap network by email, and what to do for employees without an email address. It also covers the important rule for networks that use User Sync.
1. Before you start: networks with User Sync
If your organization has an active User Sync connected to your HR system, please do not invite users manually. Manual invitations can create duplicate accounts or conflicts with the sync, which is designed to be the single source of truth for your network's users. To set up or adjust your User Sync, email technicalimplementations@speakap.nl.
2. Sending email invitations
For networks without an automated sync, you can send invitations straight to an employee's email address. There are two routes, and both work:
- Network settings > Users, then click + Invite.
- Network settings > Invitations, then click + Invite.
Here's the full flow:
- Click your avatar in the top right corner and select Network settings.
- Open Users or Invitations in the menu on the left.
- Click the + Invite button.
- Fill in the invitee's details:
- Type: choose between an Internal or External user.
- Email: enter the user's work or personal email address.
- Role: assign the right network role, such as Member (the default).
- Groups: select the Business Units or Groups they should belong to.
- Personal message: optionally add a custom note to the invitation email.
- Click Invite users to network to send the invitation.
3. Inviting users without an email address
Speakap offers temporary login credentials for employees who don't have a work email address.
- Give the employee their unique temporary username and password. These are typically shared via SMS, onboarding slides, or workplace posters.
- Ask them to visit your network's URL or download the app.
- On their first login, they enter the temporary credentials and are prompted to set a permanent password.
- Tip: suggest they add a personal email address during this step, so they can easily recover their password later.
To create and manage these invites, see Creating and managing printable invites.
4. Letting others invite users
You can give other roles permission to invite members, either network-wide or only within the Business Units, Departments, or Groups they manage. This lets local managers handle their own team's onboarding.
- To set up local user management, see Decentralized User Management.
- To create or edit roles, see Creating and Managing Roles & Permissions.
5. Managing pending invitations
Once invitations are out the door, you can keep an eye on who hasn't activated yet:
- Resend or cancel a single invitation: see Resending or deleting invitations.
- Resend all invitations at once: see Resending invitations in bulk.
- Export all invitees to a CSV file: see Exporting your users and invitations lists.
Still stuck?
Email us at support@speakap.com with your network name and the email address you're trying to invite, and we'll help you out.