Inviting and importing people

Nobody joins your organization on their own. You invite them, either one at a time or by importing a list, and they become a member the moment they accept. Both routes end in the same place: an invitation in someone's inbox.

You do this under Organization, Users.

#Inviting one person

Choose Add user and fill in the invitation.

• Email address: where the invitation goes, and the address they will log in with.
• First name and Last name.
• Role: Member or Admin. Only an owner can invite another owner.
• Tags: the courses they should get. Setting them here means the right training is already waiting when they first log in, instead of you going back afterwards.
• Start date: the day they start with you, for your own overview.

They receive an email with a link. Following it, they either create an account or sign in with one they already have, and they land in your organization with the tags you gave them. That is also the moment any "when added" notifications go out.

#Managing invitations

The Invitations tab lists everything still outstanding, with the date it was sent and the date it expires.

• Resend sends the invitation again and gives it a fresh seven days. Use it when someone lost the email or let it lapse.
• Cancel withdraws it. The link stops working.

An invitation that expired is not a problem: send a new one, or resend the old one.

#Importing a list

For more than a handful of people, choose Import. It walks you through three steps.

Source. Upload an Excel or CSV file, or paste a list straight in. When you paste, you can pick the column separator and say whether the first row is a header, or let us detect both.

Mapping. Tell us which column is which. Email, first name and last name are required. Role, start date and tags are optional. Anything you do not need, mark as skip.

Two settings sit alongside the mapping. Default role applies to every row that does not specify one, and Default tags are added to everyone in the file, on top of whatever the Tags column contains. If your file is one department, put that department tag in the defaults and leave it out of the file entirely.

Results. Once the invitations have gone out, you get the totals: how many were invited, how many were skipped, and which rows failed.

A few things about how the data is read:

• Tags match on name, exactly as you typed them in Zunderwork. A tag in the file that does not exist is skipped rather than created, so make the tag first, then import.
• An unknown role falls back to the default role instead of failing the row.
• Duplicates are skipped when you leave that option on: repeated addresses in the file, people who are already members, and people who already have an invitation waiting.

Every row becomes an invitation, not a finished account. People still have to accept.

#Seats

Your plan has a number of seats, and a seat is one active member. A new organization starts with five during the trial.

Deactivating someone frees their seat immediately, which is what makes seats manageable when people come and go.

Zunderwork checks for a free seat twice: once when you send an invitation, and again when someone accepts it. That second check matters. If you send out your last five invitations and then hire someone in the meantime, the last person to accept can be turned away even though their invitation was valid. If you are inviting a group while running close to your limit, it is worth checking your seats first.