In this article we will go through the user invitation process. There are two ways to invite users to Smarp: first and the most common one is the process where company admins invite the selected employees to use Smarp ("Advanced Invites"). Another optional way is to courage your users to invite colleagues to join the platform ("Referral Invites").
It's time to onboard other employees! We strongly recommend admins to use Advanced Invites as it allows you to further customize the invitation and avoid getting points from inviting users (imagine 5,000 accepted invites will give you 250,000 points and you will be on the All Time Leaderboard for a long time!). Let's use Advanced Invite as an example in the following illustration.
To invite users using Advanced Invite, simply click the blue button, "Invite Colleagues".
If your domain has the Groups feature enabled in Smarp, the first page you will see lets you choose which Group you want to invite users to. Please note that you can only invite users to one group at a time, meaning if you want to invite 100 users to group 'Finland' and 150 to group 'Sweden', you will have to send the invites separately, one group at a time.
If your Smarp domain does not have the Groups feature enabled, you will first see the page with 'Step 1: Prepare Invitation List'. Now, there are two options for how you can invite users to join Smarp. Let's go through them separately starting with Option 1.
Option 1: "Enter email addresses", when all invitees belong to the same team.
If you all of your invitees belong to the same team (e.g., an 'All Sales' Team), you can simply input a list of emails. Upon finishing email input, you could click "Continue" to the next step.
On the next page, you can set the Teams which users belong to, as well as their roles.
Lastly, you can write up an invite message or use the default message stored in your Settings (Settings - Invitations & Registration - Email templates). In addition, you can choose to have the invite go out immediately or at a later time.
Once you are done, simply click "Start inviting X colleagues", we will take it from there! Please note that Smarp’s server will send out emails during short intervals, so it might take 1-5 mins before the invitation will appear in the employee’s email.
Option 2: "Import from CSV", when all invitees belong to the different teams.
What if your list of invitees includes people from different teams (e.g., 100 from Sales Team, and 150 from Tech Team)? You can easily use the 2nd option to send mass invitations in this case.
Please make sure that the Team names in the CSV are exact matches with the Teams on Smarp. After that, the steps are the same as in Option 1.
If you want to encourage your users to invite their colleagues to join Smarp, you can enable this option from your company settings (Settings - Invitations & Registration - tick the box called “Everyone can invite”).
If an existing Smarp user wants to invite another colleague to the platform, he/she could simply navigate to the front page. If the 'Everyone can invite'-option is enabled, the user can find option "Invite colleagues" in the "Earn more points" box. This type of invites are referred to as "Referral invites" on Smarp.
In contrast to the Advanced Invites, the Referral Invite tool (illustrated below from a Smarp employee's perspective) does not have as many options than the Advanced Invite tool has. User can type in the colleagues email address. They can only invite users that have a company email that has been allowed in the domain's company settings (Settings → Invitations & Registration → Email domains).
Differences between Advanced Invite and Referral Invite
- Advanced Invite has a lot more options that you can use
- Granting admin rights, modifying the invitation message, scheduling the invite
- In Advanced Invite, you can also invite people who do not have your company email address. If you, for example, have an external content partner to whom you would like to give access to Smarp, you can invite them via Advanced Invite.
- You will not be rewarded any points when you use the Advanced Invite-option. This might be seen as an “act of fairness”, since otherwise admins could have huge amounts of points for just inviting people to join their platform. It will keep the competition fair!
Once you have sent out invitations, you can go back to either the Advanced Invites or Referral Invites tab to review them.
In the "Sent Invitations" section, you can see a list of all the invites that have been sent, whereas in the "Schedued Invitations" section, you can see a list of all the invites that will be sent out based on your scheduling.
In addition, if you notice a user has not accepted your invite for a long time, you can also send them a Reminder from here! Alternatively, you can also cancel the invitation altogether, whereby the invited user will not be able to accept the invite anymore.
Users in queue
If you have already exceeded your seat quota, you can still invite more colleagues without a problem but they will be put in a queue. You can view these invites in the Queue section. (Note! This section only becomes visible if there is currently an invited user in the queue).
Remember, a good employee advocacy platform requires good communication and care with your colleagues! Use the powerful User Management features to your advantage!