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 for whom 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 containing unique, temporary credentials that employees use to activate their accounts manually.

User Sync Integration: This approach can also be utilized by your automated User Sync, where the sync engine defines the username and temporary password values (e.g., setting the username as the employee ID and the temporary password as their last name). Read more here.

In addition to handing out individual activation letters, you can also utilize a company poster or handout featuring QR codes for the mobile apps alongside clear guidelines explaining how users can determine their credentials (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 explicitly enabled by a Network Administrator before use.

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.

Security Notice: Enabling this flow introduces an added security responsibility, as your administrative team will be physically handling and issuing sensitive access codes directly to your workforce.

3. Creating Printable Invitations

Once the feature is enabled, you can begin generating physical activation credentials directly within your invitations dashboard.

1. Navigate to Network settings > Invitations.
2. Click on the Printable invites tab.
3. Click the + Invite members button.
4. Populate the required configuration details:
   • User type: Select whether the individual is an internal or external user.
   • Name: Enter the name(s) of the users (you can separate multiple users simultaneously using a comma).
   • Network role: Choose the appropriate role from the dropdown menu (Member is the default selection).
   • 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 will print directly onto the physical letter.
5. Click Create invite(s).

4. Managing and Distributing Invites

After generating the invitations, they can be downloaded, reviewed, and physically distributed to your staff members.

⚙️ Technical Note: To ensure optimal system performance, it is highly recommended to perform bulk actions on groups of 100 users or fewer at any single time.

5. Resetting Passwords for Email-less Users

Because these users do not have an email address on file to process automated "Forgot Password" requests, administrators must manually intervene to trigger account resets.

1. Go to Network settings > Users.
2. Search for and select the specific locked-out user.
3. Open the Reset password tab within their account settings.
4. Click Generate a new password and confirm the action.
5. Download the newly generated document and hand over the physical password reset letter. The user will be automatically prompted to establish a new permanent password upon their next system login.