Summary: This guide shows Network Administrators how to enable, create, and manage printable invitations for employees who don't have a work email address, or where sharing email addresses is restricted for legal reasons.
1. What are printable invites?
By default, Speakap needs an email address to invite users and to handle password recovery. If your organization can't provide employee email addresses, the printable invites flow lets you generate physical activation letters with unique, temporary credentials. Employees use these to activate their accounts manually.
User Sync integration: your automated User Sync can also use this approach, where the sync defines the username and temporary password values (for example, username = employee ID and temporary password = their last name).
Besides handing out individual activation letters, you can also use a company poster or handout with QR codes for the mobile apps, plus clear guidelines explaining how users can work out their credentials (e.g., username = employee ID, password = Last name + employee ID).
2. Enabling the printable invites flow
This feature is off by default and must be enabled by a Network Administrator first.
- Go to Network settings.
- Open the Preferences section.
- Select the User management tab.
- Check the box Enable printable invites for users without email address.
- Review the security warning and click I understand to confirm.
Security notice: enabling this flow adds a security responsibility, because your administrative team will be physically handling and handing out access codes to your workforce.
3. Creating printable invitations
Once the feature is on, you can generate the activation credentials from the invitations page.
- Go to Network settings > Invitations.
- Click the Printable invites tab.
- Click the + Invite members button.
- Fill in the details:
- User type: internal or external user.
- Name: enter the name(s) of the users (separate multiple users with a comma).
- Network role: pick a role from the dropdown (Member is the default).
- Organizational units (optional): assign the users to specific parent Business Units or underlying Departments.
- Groups (optional): assign the users to specific standalone Groups.
- Personal message (optional): add tailored instructions or a welcome note that prints directly on the letter.
- Click Create invite(s).
4. Managing and distributing invites
After generating the invitations, you can download, review, and hand them out.
| Action level | Command | Description |
| Individual actions (find the user in the list and click the three dots icon) | Download invitation | Generates the official PDF activation letter for that specific user. |
| Regenerate password | Use this if a letter is lost; it immediately invalidates the old credentials and creates a new password, requiring a fresh download. | |
| Show details | Shows exactly which groups, departments, or business units the user will automatically join on activation. | |
| Delete invitation | Permanently removes the pending invitation. | |
| Bulk actions (select multiple users via the checkboxes on the left) | Download / Regenerate | Runs the selected command for the whole batch of checked users at once. |
Technical note: for the best performance, run bulk actions on groups of 100 users or fewer at a time.
5. Resetting passwords for email-less users
These users have no email address on file, so automated "Forgot password" requests won't work. As an administrator, you reset their password manually:
- Go to Network settings > Users.
- Search for and select the locked-out user.
- Open the Reset password tab in their account settings.
- Click Generate a new password and confirm.
- Download the new document and hand over the physical password reset letter. On their next login, the user is automatically prompted to set a new permanent password.
Still stuck?
Email us at support@speakap.com with your network name and what you're trying to do, and we'll help you out.