Invite Users
Build and manage your team effectively by inviting colleagues to collaborate on your SmartFlow workspace. Control access levels, assign roles, and maintain security while enabling productive teamwork.
👥 Getting Started with Team Invitations
Quick Invite Process
- Navigate to Team Settings - Go to Settings → Team Management
- Click "Invite User" - Start the invitation process
- Enter Email Address - Add the colleague's work email
- Select Role - Choose appropriate access level
- Send Invitation - User receives email with setup instructions
Invitation Email Content
New team members receive a professional invitation email containing:
- Welcome message from your organization
- Link to create their SmartFlow account
- Information about their assigned role
- Getting started resources and documentation
🔐 User Roles and Permissions
Owner
Full administrative access - Only one owner per workspace
Permissions:
- All Admin permissions
- Transfer ownership
- Delete workspace
- Manage billing and subscriptions
- Access to all premium features
Best For: Business owner, primary stakeholder
Admin
Complete management capabilities with billing restrictions
Permissions:
- Invite and manage users
- Create and edit all forms
- Configure automations and integrations
- Access all analytics and reports
- Manage workspace settings
- Export data and manage backups
Best For: Team leads, department heads, IT administrators
Editor
Content creation and modification with limited admin functions
Permissions:
- Create and edit forms
- Set up basic automations
- View analytics for their forms
- Access lead management features
- Configure integrations they created
- Collaborate on shared projects
Best For: Marketers, sales coordinators, content creators
Viewer
Read-only access for monitoring and reporting
Permissions:
- View all forms and submissions
- Access analytics dashboards
- Export data they have access to
- View automation performance
- Generate reports
- Comment on forms (if enabled)
Best For: Stakeholders, executives, external consultants
Custom Roles
Tailored permissions for specific organizational needs
Configurable Permissions:
- Form-specific access
- Feature-level restrictions
- Department-based limitations
- Project-specific permissions
- Time-limited access
📊 Managing Team Members
User Overview Dashboard
Team Analytics:
- Active team members count
- Last login timestamps
- Feature usage by team member
- Permission distribution
- Pending invitations status
Quick Actions:
- Bulk invite multiple users
- Export team member list
- Send reminder emails to pending invites
- Deactivate inactive accounts
Individual User Management
Editing User Permissions
- Select Team Member - Click on user in team list
- Modify Role - Change role or create custom permissions
- Update Access - Add or remove specific features
- Save Changes - Changes take effect immediately
User Activity Tracking
Monitor team member engagement:
- Login History - Track access patterns
- Form Activity - See which forms they work on
- Feature Usage - Understand tool adoption
- Collaboration Metrics - Measure team productivity
Deactivating Users
Temporary Deactivation
Suspend access without removing data:
- User cannot log in
- Their forms remain active
- Data attribution is maintained
- Can be reactivated anytime
Permanent Removal
Complete user removal process:
- Transfer ownership of their forms
- Archive their automations
- Export their contribution history
- Remove access credentials permanently
🔒 Security and Compliance
Invitation Security
Email Verification
- All invitations require email confirmation
- Temporary invitation links expire after 7 days
- Failed verification attempts are logged
- Automatic cleanup of expired invitations
Two-Factor Authentication
- Enforce 2FA for sensitive roles
- Admin-level accounts require additional verification
- SSO integration for enterprise security
- Device registration and management
Access Control
IP Restrictions
Limit access to specific locations:
- Office IP ranges
- VPN-only access
- Geographic restrictions
- Mobile access policies
Session Management
- Automatic logout after inactivity
- Concurrent session limits
- Device registration requirements
- Security alert notifications
Audit Trails
User Activity Logging
Comprehensive tracking of all actions:
- Login/logout events
- Form creation and modifications
- Data access and exports
- Permission changes
- Integration activities
Compliance Reporting
Generate reports for security audits:
- User access summaries
- Permission change histories
- Data handling activities
- Security incident logs
🌐 Enterprise Features
Single Sign-On (SSO)
Supported Providers
- Google Workspace
- Microsoft Azure AD
- Okta
- SAML 2.0 providers
- Custom LDAP integration
Configuration Benefits
- Centralized user management
- Automatic provisioning/deprovisioning
- Enhanced security compliance
- Simplified user experience
Advanced User Management
Automated Provisioning
- Sync with HR systems
- Automatic role assignment
- Bulk user import/export
- Directory integration
Department Organization
- Create department hierarchies
- Department-specific permissions
- Cross-team collaboration controls
- Resource sharing policies
📈 Best Practices
Invitation Strategy
Role Planning
- Start Conservative - Begin with minimal permissions
- Progressive Enhancement - Increase access as needed
- Regular Review - Audit permissions quarterly
- Document Decisions - Maintain role assignment rationale
Onboarding Process
- Pre-invitation Planning - Define role and responsibilities
- Welcome Package - Prepare training resources
- Initial Training - Schedule orientation session
- Gradual Access - Introduce features progressively
- Feedback Loop - Gather user experience insights
Security Guidelines
Password Policies
- Enforce strong password requirements
- Regular password expiration
- Prevent password reuse
- Multi-factor authentication
Access Reviews
- Monthly active user audits
- Quarterly permission reviews
- Annual role reassessment
- Immediate offboarding procedures
Collaboration Optimization
Communication Channels
- Establish team communication protocols
- Use in-app commenting and notifications
- Integrate with existing tools (Slack, Teams)
- Regular team sync meetings
Workflow Standards
- Define form naming conventions
- Establish automation approval processes
- Create template libraries for consistency
- Document best practices and guidelines
🚀 Getting Started Checklist
Initial Team Setup
- [ ] Define organizational roles and responsibilities
- [ ] Plan permission structure
- [ ] Prepare onboarding materials
- [ ] Configure security settings
Invitation Process
- [ ] Gather team member email addresses
- [ ] Assign appropriate roles
- [ ] Send invitations with context
- [ ] Follow up on pending invitations
Ongoing Management
- [ ] Schedule regular permission reviews
- [ ] Monitor team activity and engagement
- [ ] Provide ongoing training and support
- [ ] Maintain security and compliance standards