Managing your team
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      2. Admin settings and team management
      3. Managing your team

      Adding & Managing Team Members

      Add individual users and manage the complete user lifecycle

      Whether you're onboarding a new hire or managing contractor access, this guide covers everything from sending invitations to managing user departures.

      Before You Start

      Requirements

      • Account Admin or Template Admin permissions
      • Valid email addresses for team members
      • Understanding of each person's role and responsibilities

      Information to Gather

      • User details: Full name and business email
      • Role assignment: Based on job function and needs
      • Group membership: Department or team assignments
      • Access timeline: When they need access and for how long

      Adding Individual Users


      Step-by-Step User Addition

      1. Access User Management
        • Go to Admin Settings
        • Select "Users"
        • Click "Add Users"
      2. Decide if you are adding one, or multiple users

      Enter User Information

      • Email Address: Must be valid and accessible to user

      • Multiple Email Addresses: Seperate email addresses with a Comma

      • Add Manually: Pre fill out some of their information for their account before they log in

      • CSV Upload: Using the CSV upload, you can Pre-fill each user's profile information and custom smart fields and images. 
        • Required Columns: Email, First Name, Last Name, Role
        • Optional Columns: User Group, Department, Phone
        • Encoding: UTF-8 to handle special characters
        • File Size: Maximum 500 users per upload
        • Click "Download CSV Template"

      Bulk User Management

      Bulk Upload Process

      1. Download Template

        1. Go to User Management → Bulk Actions
        2. Click "Download CSV Template"
        3. Review required and optional fields
        4. Note formatting requirements
      2. Prepare User Data
        • Gather user information from HR systems
        • Verify email addresses are current
        • Assign appropriate roles based on job functions
        • Group users by department or function

      3. Upload and Review

        1. Upload CSV file using bulk import tool
        2. Review detected issues (invalid emails, wrong roles, etc.)
        3. Fix any errors in the CSV and re-upload
        4. Preview user list before final processing
        5. Confirm group assignments and role distributions

      4. Process Invitations

        Invitation Options:

        • Send all immediately: Good for planned rollouts
        • Send in batches: Better for managing onboarding load
        • Schedule for later: Coordinate with start dates

      Batch Processing Tips:

      • Department by department: Easier to manage support requests
      • Role-based batches: Similar training needs per batch
      • Time zone consideration: Send during business hours

      When to Use Bulk Upload

      • Department onboarding: Adding entire teams
      • Company rollouts: Organization-wide deployment
      • Event participants: Training or workshop attendees
      • Seasonal staff: Temporary team expansion

      Group Management Best Practices

      Naming Conventions

      Good Examples:

      • "Marketing - Brand Team"
      • "Sales - Regional Managers"
      • "Operations - Admin Staff"
      • "Project - Product Launch 2024"

      Poor Examples:

      • "Group1"
      • "Team"
      • "Marketing/Sales/Other"
      • "Temporary"

      Permission Strategy

      Start Conservative:

      • Begin with minimal permissions
      • Add access based on demonstrated need
      • Regular review of group membership
      • Clear documentation of group purpose

      Growth Planning:

      • Design groups that scale with organization
      • Plan for subdivisions as teams grow
      • Consider temporary vs. permanent groups
      • Build in flexibility for reorganization

      Role-Specific Onboarding

      For Users (Content Creators):

      • Template library tour and organization
      • Project creation and customization workflow
      • Collaboration and sharing features
      • Brand guidelines and template usage

      For Template Admins (Brand Managers):

      • Template creation and management
      • Brand asset organization and maintenance
      • User group management and permissions
      • Analytics and usage monitoring

      For Account Admins (System Managers):

      • Complete administrative interface
      • User management and security settings
      • Integration setup and maintenance
      • Billing and subscription management

      Ongoing User Support

      Regular Check-ins

      Monthly:

      • Usage analytics review
      • User feedback collection
      • Common question identification
      • Process improvement opportunities

      Quarterly:

      • User satisfaction surveys
      • Permission and role audits
      • Training effectiveness assessment
      • Feature adoption analysis

      Annually:

      • Comprehensive access review
      • Role structure optimization
      • Security and compliance audit
      • Strategic planning for user growth

      Training Programs

      New User Training:

      • Monthly new user orientation sessions
      • Role-specific getting started workshops
      • One-on-one setup assistance for complex needs

      Ongoing Education:

      • Monthly feature spotlight emails
      • Quarterly power user workshops
      • Annual user conference or training day
      • New feature announcement and training

      Common Issues and Quick Fixes

      Issue Quick Solution
      User not receiving invitation Check spam folder, verify email accuracy
      Invitation expired Resend with extended expiration time
      User can't complete setup Guide through process via phone/screen share
      Wrong role assigned Update role and notify user of changes
      Can't access templates Check group assignments and permissions

      Next Steps

      Related Articles:

      Need help with user management? Contact our support team: