There are several aspects of managing invites to users from Recognize which you will want to know about if you are a Company Admin. First, users can't access Recognize unless you first invite them, whether by sending a invite, or by sending them recognition (if this setting is enabled). In most cases, they must also already be provisioned with an account. 

Once user accounts have been provisioned, users must receive an invitation to join Recognize so that their email can be verified and they can complete the sign-in process, which is what moves their account from 'pending invite' status to 'active' status.

 

Use the below menu to explore different sections in this article:

Inviting Users to Recognize

Manually Sending an Invite from the 'Users' Tab

Sending Invitations in Bulk Using the 'Invite' Feature

How to Auto-Invite Users to Recognize

Re-inviting Users to Recognize

User Account Statuses

 

Inviting Users to Recognize

There are three ways to go about sending users an invite. Select the link for each option below to jump to instructions:

• Manually send an invite to a single user from the 'Users' tab
• Send invitations in bulk by using our 'Invite' feature shown in this guide below
• Automatically invite users that are newly provisioned with accounts by turning on or checking the box for the 'Auto send invites' setting within your Company Admin Portal

Manually Sending an Invite from the 'Users' Tab

This option is most efficient if you've only got a couple of users to invite.

1. Select 'Menu' up in the top right corner of the screen.
2. Select 'Company Admin' from the drop-down menu.
3. Select 'Users' from the left side menu.
   
   
   
   
4. Select 'Manage' from the top right tertiary menu
   
   
   
   
5. Filter by status so that only users who are 'Pending invite' show in the table
6. Use the search bar to look for specific employees
7. Click the 'Send invitation' link next to the employee you would like to invite to Recognize which will trigger an email invitation to them
   
   

 

Sending Invitations in Bulk Using the 'Invite' Feature

This option is best for when you are first launching your program, and is also useful when you've got a large group of users to target.

1. Select 'Menu' up in the top right corner of the screen.
2. Select 'Company Admin' from the drop-down menu.
3. Select 'Users' from the left side menu.
   
   
   
   
4. Select 'Invite' up in the top right-hand corner of the screen.
   
   
   

Invite Options Overview

1. Choose your recipients. You can select 'Everyone', 'Pending' (which includes all users who have not yet signed in), 'By role' (if you've designated any Company Roles), 'By status' (see below for details), or 'By team' (if you've designated teams in your user data)
   
   
2. Choose your delivery method: Email and/or SMS
   
   NOTE: For SMS messages, make sure you have phone numbers collected in your user data. If you select both options, you'll need to create a message for both SMS and email
   
   
3. Craft your message. Include details for logging in, updates to programs, or anything else you might want to communicate to groups of users.
   
   NOTE: Any customizations you make to the email invite will revert back to the default text once the invite is sent. After sending your invite, we suggest to copy and paste your text into an Announcement (and disable visibility for the Announcement), so that you can use the “notify” feature within Announcements to pre-populate the email template and send additional reminders to join Recognize.
   
   
4. You can include certain dynamic content in your message as well such as recipient first name, password link, or SSO link if your company uses the SSO sign-in option.
   
   
5. Once you're ready to send, select the 'Create' button.
   
   

 

Recipient Details

Recipients - 'Pending': Use this option for sending emails to users in your organization who have not yet signed in.



Recipients - 'By role': Use this option if you want to target users who belong to certain roles, such as manager.

NOTE: Roles must either be enabled in your user sync, or added manually or through a spreadsheet upload in the users tab before you will see options here.



Recipients - 'By status': Use this option to communicate to certain audiences based on account status. For example, you could send a message to only new users who have not yet received an invitation to Recognize by selecting 'Pending invite', which you will want to do each time you add new users either manually, by spreadsheet, or through user sync.



Recipients - 'By team': Use this option to direct your message to a certain team. For example, you might want to communicate with your designated pilot group or HR team to invite them to Recognize or alert them of go-live.

NOTE: Teams must either be enabled in your user sync, or added manually or through a spreadsheet upload in the users tab before you will see options here.

How to Auto-Invite Users to Recognize

The Auto-Invite feature should only be enabled for subsequent new users, after initially launching and manually sending an invitation to all users. Otherwise, your users may prematurely receive invites before your program goes live. You'll also want to think about how you'd like new users to be onboarded before selecting this setting - are you wanting to provide training first? Do you need to send them any communication before they receive an invite? If not, you can proceed with automatically inviting users.

 

To Use the Auto-Invite Setting for Spreadsheet Imports:

1. Within the 'Company Admin' Portal, select the 'Users' tab from the left-side menu
2. Select the 'Import' button in the upper right-hand tertiary menu
   
   
   
   
3. Download the sample spreadsheet under 'Step 1: Download spreadsheet & fill in user data' and fill it in with your data - be sure to remove any columns you won't be using
4. Select the new file for upload by clicking the 'Choose File' button under 'Step 2: Upload'
5. Before performing your upload, check the box labeled 'Send invitations to new users'
6. Select the 'Import' button

 

To Use the Auto-Invite Setting for User Sync Provisioning or sFTP:

1. Click 'Menu' in the upper right-hand corner of your screen
2. Select 'Company Admin' from the drop-down menu
3. Select 'Settings' from the left side menu
4. Select 'User Management' from the right side navigation pane
5. Within the 'User Management' section, you'll find the setting for 'Auto send invites,' which you'll switch to 'ON'
   
   
   
   
   

Re-inviting Users to Recognize

Re-inviting users who have not yet completed the verification process is as easy as choosing one of the above methods as well. You may want to target these groups through the use of the 'Invite' feature, by sending to anyone whose account is in a 'pending' status. You may also notice if you choose to manually re-send invites that account statuses may be at different stages depending on where the user left off in the verification process. The only account statuses that do not require further action, from either the user or the Company Admin, are the 'active' and 'disabled' account statuses. Below, you will find a definition of each account status.

 

User Account Statuses

As alluded to, there are many user account statuses that can be present within Recognize, each representative of a different user state. Admins can view the user account statuses in the 'Users' section of your Company Admin, in the column titled 'Status' within the table as shown below:

Possible Account Statuses:

• Active - User has signed in, is active and is able to send recognitions.
  
  
• Invited - User has been added to the recognize platform, and invited to sign-in either manually through the 'User' tab or through a broadcast by a Company Admin, but has not yet initiated email verification or signed in. Below are examples of invitation emails the user would receive if their status is 'Invited.'
  
  NOTE: Users must complete email verification to move from 'Invited' to 'Active' status.
  
  
  
  
  
  
  
• Invited from Recognition - User was sent a recognition prior to signing in to their Recognize account for the first time, and has been invited to view their recognition and verify their email/sign in to move to 'active' status. 
  
  NOTE: Users must complete email verification to move from 'Invited from Recognition' to 'Active' status.
• Pending invite - User was added to the Recognize portal, but no invitation was sent.
  
  NOTE: Adding users does not automatically invite them to sign in. This is intentional behavior, because companies may want to add your users, and customize your account, without notifying users and having them start to sign in before it's ready to go. There is a convenient additional step to be taken to send invites, once you're ready. This can be achieved through by inviting users individually in the 'Users' section, or through our 'Invite' feature.
  
  
• Pending signup completion - User has initiated signup and is the first user for their company but has not yet completed signup. They are considered to have completed signup once they have saved a password.
  
  
• Pending email verification - User has completed signup of their own volition by going to Recognizeapp.com and creating an account, however, they have not yet verified their email address.
  
  NOTE: This only applies to users that have signed up after the first user for the company (creator of the account).
  
  
• Disabled - User was added and then disabled and no longer has access credentials/cannot send or receive recognitions.