You can easily invite multiple users to your app at once and assign them to specific companies. Plus, you can create personalized subscriptions for each user. All you have to do is copy and paste their information from a spreadsheet. This saves you a lot of time compared to manually inviting each user individually.
Prepare your data
Before sending out mass invitations to users, gather all the necessary data for the invitation and create relevant content within your app.
Prepare companies data
Before inviting individual users, create companies and plans:
If some of your companies have unique plans (for example, a plan that includes a unique price for the office), you don't need to create such a plan separately. In this case, you can create custom subscriptions for these companies after all users are invited.
Prepare user data
Prepare a spreadsheet with the following columns:
Column Name | Required |
First Name | ✓ |
Last Name |
|
✓ | |
Phone Number |
|
Company ID (if the user belongs to some company) |
|
Plan ID (if the user should have a subscription) |
|
Please ensure the emails are unique since your app uses them as a unique user identifier.
To find the company ID, create a "Companies" report type > locate the company > copy its ID.
To find the plan ID, go to Settings > Plans > press (...) and select "Share Public Link" > copy the link. The last part of the URL contains the plan ID. If your plan has the "Sign-up" option disabled, temporarily enable it to copy the link and then disable it.
Prepare all individual plans with credits and discounts:
If you need to use credits, ensure that credits are enabled and all the relevant products have the correct price in credits (e.g., meeting rooms). How to use credits
If you are using HubSpot to store your customers' data, you can instantly import all of them into a specific location in your app by following this guide. This will save you time from manually copying and pasting users' data from a spreadsheet to your app.
Send invitations
Invite individual users
To invite multiple individual users, do the following:
Navigate to the Locations > Community page and tap the
(...)menu in the top right corner.Click on
Invite Multiple Users.Copy the information from your spreadsheet and paste it into the mass invitation window. Configure the other fields, such as the language of the invitation, the company, and the plan details, if necessary.
Press
Invite.
If you're inviting users who should have a subscription, add the plan ID, start date, and renewal to the spreadsheet with the users' details. Copy this information and paste it into the mass invitation window. This way, users will have a subscription created automatically.
Invite company users
To invite users to a particular company, do the following:
Go to Locations > Community and open the company.
Tap the
Mass Invitebutton located under the company name.
Fill in the required details, click
Invite. Your app will take care of the rest, sending out invitations to all associated users effortlessly.
You will receive a confirmation on the app screen upon inviting new users. To distinguish the new users, a "New" label will accompany their names on the Locations > Community page > "Users" tab.
To invite users to different companies, do the following:
Include the Company IDs in your spreadsheet with the users' details.
Go to the Locations > Community page and tap the
(...)menu in the top right corner.Click on
Invite Multiple Users.Copy the information from your spreadsheet and paste it into the mass invitation window.
Press
Invite.
Once users are invited to the companies, select company managers for each and create company subscriptions.
While inviting multiple users, you can create only personal subscriptions for users.