Adding and Inviting Members to Your Organization
Organization Admins can add new members to OnBoard from the Directory. The Directory is where admins manage users, permissions, invitations, password resets, and member removal.
You can invite members in two ways:
- Individually, for one or a few users
- In bulk, by uploading a CSV file
CSV stands for Comma-Separated Values. A CSV file is a spreadsheet-style file that stores information in rows and columns.
Invite Individual Members
How Do I Invite One Member to My Organization?
To invite one member:
- Open the Directory from the main navigation.
- Select Add Member.
- Select Invite Members.
- Enter the member’s:
- First name
- Last name
- Email address
- Use the Permission column to assign the member’s organization-level access.
How Do I Invite Multiple Individual Members at Once?
You can invite more than one person from the same invitation window.
To add another member:
- Select Add Another.
- Enter the next member’s information.
- Repeat this step for each additional member.
This lets you add several members at the same time without using a CSV file.
How Do I Choose Whether Invitation Emails Are Sent Right Away?
Before sending the invitation, review the checkbox labeled Send Invite Email to All New Members.
This setting controls whether new members receive their invitation email right away.
- If the checkbox is selected, invitation emails are sent immediately.
- If the checkbox is cleared, members are added to the Directory, but the invitation email is not sent yet.
Some admins delay invitation emails so they can finish setting up meeting access, document access, or other permissions before the member logs in.
Send Invitation Emails
How Do I Send the Invitation Email Right Away?
If Send Invite Email to All New Members is selected, the invitation email will be sent when you finish the invitation process.
You can also add a custom message before sending the invitation.
To send the invitation:
- Enter an optional custom message in the message box.
- Select Send Invitation.
How Do I Delay the Invitation Email?
If you clear Send Invite Email to All New Members, the members are still added to your Directory, but they do not receive an email invitation yet.
The member’s status will show as Awaiting Invitation. This means the person has been added to the organization but has not been notified by email.
| NOTE: Members with an Awaiting Invitation status cannot be deactivated. |
How Do I Send a Delayed Invitation Later?
When you are ready to send the invitation:
- Open the Directory.
- Find the member.
- Select the three-dot menu next to the member’s name.
- Select Send Invitation.
- Add an optional custom message.
- Send the invitation.
Bulk Invite Members with CSV Import
How Do I Invite Members in Bulk?
You can use Import CSV to add many members to OnBoard at once. This is helpful when you need to add a large group of users quickly.
| NOTE: When importing CSV files, invitations can be delayed in the same way they can for adding individual users. |
To start a bulk import:
- Open the Directory.
- Select Add Members.
- Select Import CSV.
What Should I Know Before Uploading a CSV File?
CSV stands for Comma-Separated Values. Because commas separate information in the file, do not include extra commas anywhere in the CSV before uploading it.
| NOTE: Extra commas can cause the import to fail. |
How Do I Download the Sample CSV Template?
On the CSV Import screen, select the template link to download the sample CSV file.
A CSV template will download to your computer. Use this file to enter each member’s profile information.
What Fields are Required for CSV Import?
The CSV file must include these required fields:
- First Name
- Last Name
All other fields are optional.
Before uploading the file, delete the sample member information from Row 2.
How Do I Upload the Completed CSV File?
After you enter the required member information:
- Save the CSV file.
- Return to the CSV Import screen.
- Select Browse.
- Choose the completed CSV file from your computer.
- Review the imported member information.
- Choose whether to send invitation emails right away or delay them.
OnBoard will validate the file to make sure the information is in the correct format.
Can CSV Import Update Existing Member Profiles?
No. CSV Import can only be used when first adding members to the Directory.
It cannot be used to overwrite or update profile information for members who have already been added.
Using Import CSV to Add Users to Groups
Use Import CSV when you need to add multiple users and assign them to one or more groups at the same time.
To import users with groups:
- The Group must already exist
- You must be an Admin of the Group
- You must be an Organization Administrator
How Do I Add Users to Groups With Import CSV?
When adding users to the sample CSV spreadsheet file:
- Complete the required fields for each user:
- First Name
- Last Name
- Email Address
- In the Groups column, enter the name of the group you want each user to join.
How Do I Add a User to Multiple Groups?
To add a user to more than one group, separate each group name with a pipe: |.
| EXAMPLE: Board Members|Finance Committee|Audit Committee |
What Group Names Can I Use?
The value entered in the Groups column must match an existing group in your organization.
- Group names are not case-sensitive.
- Spelling and spacing must match the existing group name.
- Groups must already exist before you import users.
- Importing users does not create new groups.
If a group name cannot be matched, the row is flagged with the following message and will not be imported:
Group not found or you do not have permission to add users
What Happens If A User Is Already In A Group?
If a user already belongs to the organization and is already a member of the specified group, the row is skipped. No duplicate user is created and no error is generated.
What Happens When I Import New Users?
Users who do not already exist in the organization are:
- Added to the organization
- Added to the group or groups listed in the CSV
- Sent an invitation email if you choose to notify them during the import process
Invitation Statuses
What Happens After an Invitation is Sent?
After a member is invited, their status in the Directory shows where they are in the invitation process.
What Does Invitation Sent Mean?
Invitation Sent means the invitation email has been sent to the member.
The member has 7 full days to accept the invitation. They can open the email and follow the instructions to log in for the first time.
What Does Awaiting Invitation Mean?
Awaiting Invitation means the member has been added to the Directory, but the invitation email has not been sent yet.
An Organization Admin must manually send the invitation when ready.
Members with this status cannot be deactivated.
What Does Invitation Rejected Mean?
Invitation Rejected means the member rejected the invitation.
To invite the member again, an Organization Admin must resend the invitation.
What Does Active Mean?
Active means the member accepted the invitation and can log in to OnBoard.
What Does Active - No Groups Mean?
Active - No Groups means the member can log in to OnBoard, but they have not been added to any groups yet.
Email Notifications
When Do New Members Start Receiving OnBoard Email Notifications?
New members do not receive regular OnBoard email notifications until they accept their invitation and their account becomes active.
Before activation, invitation emails are the only OnBoard emails they receive.
After the account is active, the member can receive notifications for meetings, resources, actions, and other OnBoard activity.
FAQs
Who can invite users to the organization?
- Only Organization Admins can invite new users to the organization.
Can I invite multiple users at the same time?
- Yes. You can invite multiple users at once by selecting Add Another when inviting members individually, or by using the CSV Import option for bulk invitations.
Can I customize the invitation email?
- Yes. When sending or resending an invitation, you can include a custom message that will appear in the email sent to the user.
How do I send an invitation later if it was delayed?
- Open the user’s three‑dot menu in the Directory and select Send Invitation. You can include a custom message before sending.
What does Awaiting Invitation mean?
- Awaiting Invitation means the member has been added to the Directory, but their invitation email has not been sent yet.
Can I deactivate a user who is Awaiting Invitation?
- No. Users with an Awaiting Invitation status cannot be deactivated.
How long does a user have to accept an invitation?
- Users have 7 full days to accept an invitation after it is sent.
Do users receive OnBoard email notifications if they have not accepted their invitation?
- No. Users who have not accepted their OnBoard invitation will not receive email notifications for meetings, resources, actions, or other activity. The only emails they will receive are invitation emails. Notifications begin only after the user accepts the invitation and their account is activated.
Can I invite users in bulk?
- Yes. You can import users in bulk using a CSV file through the Import CSV option in the Directory.
What fields are required in a CSV import?
- The CSV file must include first name, last name, and email address. All other fields are optional.
OnBoard Group Trainings:
If you are interested, we do offer further education. You can find the calendar and register for OnBoard Admin group training sessions by clicking here.
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