Creating and managing printable invites

Article summary: This guide explains how to enable, create, and manage printable invitations for employees who do not have access to a corporate email address or where email sharing is restricted for legal reasons.

1. Understanding printable invites

By default, Speakap requires an email address to invite users and facilitate password recovery. If your organization cannot provide employee email addresses, the Printable invites flow allows you to generate physical activation letters. These letters contain unique, temporary credentials that employees use to activate their accounts manually. Note: this approach can also be used by the User Sync, where the User Sync can set the username and password value (e.g. username = employee ID and temporary password = last name). 

You can provide staff activation letters, or alternatively you can use a poster / handout with QR codes for the apps that explain the information needed for their username and password (e.g., username = employee ID, password = Last name + employee ID)

2. Enabling the printable invites flow

This feature is turned off by default and must be enabled by a Network Administrator.

1. Go to Network settings.
2. Navigate to the Preferences section.
3. Select the User management tab.
4. Check the box labeled Enable printable invites for users without email address.
5. Review the security warning and click I understand to confirm.

Note: Enabling this flow adds a security responsibility, as you will be physically handling and issuing sensitive access codes to your employees.

3. Creating printable invitations

Once enabled, you can start generating invites within the invitations dashboard.

1. Go to Network settings > Invitations.
2. Click on the Printable invites tab.
3. Click the + Invite members button.
4. Fill in the required details:
   • User type: Select internal or external.
   • Name: Enter the name(s) of the users (separate multiple users with a comma).
   • Network role: Choose the appropriate role (Member is default).
   • Organizational units: (Optional) Add them to specific Business Units or Departments.
   • Groups: (Optional) Assign them to specific Groups.
   • Personal message: (Optional) Add instructions that will appear directly on the printed letter.
5. Click Create invite(s).

4. Managing and distributing invites

After creation, invites can be downloaded and distributed to the staff. 

Individual actions: Find the user in the Printable invites list, click the three dots (...) icon, and select one of the following:

• Download invitation: Generates the PDF activation letter for the user.
• Regenerate password: Use this if a letter is lost. It invalidates the old password and creates a new one, requiring a fresh download.
• Show details: View which groups or units the user will join upon activation.
• Delete invitation: Permanently remove the pending invite.

Bulk actions: Select multiple users via the checkboxes on the left. You can then Download or Regenerate passwords for the entire selection at once.

Technical Note: It is recommended to perform bulk actions on groups of 100 users or fewer at one time.

5. Resetting passwords for email-less users

Because these users do not have an email on file for automated "Forgot Password" requests, administrators must manually trigger resets.

1. Go to Network settings > Users.
2. Search for and select the specific user.
3. Open the Reset password tab in their settings.
4. Click Generate a new password and confirm.
5. Download and hand over the new password reset letter. The user will be prompted to choose a new permanent password upon their next login.