--- title: "User Management: Inviting and Managing Your Team 🧑‍🤝‍🧑" description: Manage your team effectively! This guide explains how to invite, activate, and manage your Haystack users—including active, unclaimed, and deactivated states—if you are not using a single sign-on (SSO) integration. --- [Skip to content](https://support.haystackteam.com/en/user-management-inviting-and-managing-your-team#main-content) [![Logo (Black Text)-1.svg\]](https://support.haystackteam.com/hubfs/Logo%20(Black%20Text)-1.svg)](https://support.haystackteam.com/en?hsLang=en) Open main navigation Close main navigation - [Contact Support](https://support.haystackteam.com/en/customer-support-submit-a-ticket) [Contact Support](https://support.haystackteam.com/en/customer-support-submit-a-ticket?hsLang=en) Hi there, how can we help? - There are no suggestions because the search field is empty. 1. [Help Desk](https://support.haystackteam.com/en?hsLang=en) 2. [Managing Your Workspace](https://support.haystackteam.com/en/managing-your-workspace?hsLang=en) 3. [Admins & Users](https://support.haystackteam.com/en/managing-your-workspace?hsLang=en#admins-users) # User Management: Inviting and Managing Your Team 🧑‍🤝‍🧑 📣 **A Crucial Note:** If your team uses **Okta, Microsoft (Active Directory/Azure), or OneLogin** for Single Sign-On (SSO) and SCIM (our people management tool), **this video is not for you.** Those integrations handle all these automations for you! Please sync with your CSM or check the links below for details on your automated user workflow. **Whether you prefer to learn by watching the full video or following along with our super-detailed, time-stamped instructions, you've got this! Pick your learning adventure below!** **Table of Contents:** - [Understanding User States](https://support.haystackteam.com/en/user-management-inviting-and-managing-your-team#understanding-user-states) - [Sending a Nudge to Unclaimed Users](https://support.haystackteam.com/en/user-management-inviting-and-managing-your-team#nudge) - [Managing User Status and Data](https://support.haystackteam.com/en/user-management-inviting-and-managing-your-team#managing-user-status) - [Inviting and Provisioning New Users](https://support.haystackteam.com/en/user-management-inviting-and-managing-your-team#inviting-and-provisioning) - [Editing Your Own Profile](https://support.haystackteam.com/en/user-management-inviting-and-managing-your-team#editing-your-profile) #### Understanding User States (01:30) As a Workspace Admin or People Admin, you'll manage users from the **Admin Console** under the **Manage People** page. Users fall into three main states: | User State | What It Means | Quick Facts | | --- | --- | --- | | **Active Users** | Have an account and have **signed in** (via browser or mobile). | They are fully integrated and good to go. | | **Unclaimed Users** | Have an account provisioned but have **not yet signed in** (they haven't "claimed" it). | **Crucial:** Both Active and Unclaimed users receive email notifications (broadcasts, digests, etc.). | | **Deactivated Users** | No longer at the company or do not need access. | They are removed from the directory, search, and cannot sign in. |   Sending a Nudge to Unclaimed Users (03:31) If you need to give people a little nudge to sign in for the first time: 1. Navigate to the **Manage People** page in the Admin Console. 2. Filter the list to **Unclaimed Users**. 3. Use the **Send Reminders** tool for a bulk re-invite. --- Managing User Status and Data (03:45) The **Manage People** page is your central hub for status changes and data edits. | Action | Where to Perform It | Timestamp | | --- | --- | --- | | **Deactivate an Account** | Find the user in the **Active** or **Unclaimed** list and select **Deactivate** from the options. | 03:50 | | **Reactivate an Account** | Find the user in the **Deactivated** list and select **Reactivate**. | 04:00 | | **Edit Email Address** | For name changes or typos, click the **Edit Email** option to change the address they use to sign in and receive notifications. | 04:08 | | **Edit User Profile Data** | As an admin, you can edit job titles, managers, and other fields for *any* user directly on their profile page. | 06:58 |   Inviting and Provisioning New Users (04:36) Once you're launched, you'll need to add new employees. You have two main tools for this: **A. Individual Invites (4:45)** - **Best for:** One new user at a time. - **Process:** Click **Invite User**, fill in their email, and send. - **Result:** The user is added to the **Unclaimed** list, but their profile will be empty (they must fill out their job title, manager, etc., themselves). **B. The CSV Import Tool (5:12)** - **Best for:** Adding new employees **in bulk** *or* **pre-populating** user profiles with data. - **Process:** 1. Click **Import CSV** and **download the template**. 2. Fill out the CSV file carefully. **Do not change the headers.** Make sure the data format (like dates) matches the template suggestions. 3. Upload the completed file. Haystack will verify it for issues. 4. Click **Import**. - **Note:** This tool can be used to **update existing users** as well as invite new ones. Uploading a CSV will **overwrite** any existing profile details. --- Editing Your Own Profile (06:40) If you are just editing your *own* profile: 1. Click your account dropdown in the top right corner. 2. Select your **Profile**. 3. Use the **Edit** buttons throughout to add your information and details. --- And there you have it! Pay keen attention to those user states—they’re your North Star for who's signed in. ⭐️ 🆘 We know these details can be tricky, so please don't hesitate to reach out to your **Haystack CSM** or the **Support Team** if you have any questions along the way at support@haystackteam.com. - [Haystack Basics](https://support.haystackteam.com/en/haystack-basics?hsLang=en#main-content) - [Profile](https://support.haystackteam.com/en/haystack-basics?hsLang=en#profile) - [Notifications](https://support.haystackteam.com/en/haystack-basics?hsLang=en#notifications) - [Mobile App](https://support.haystackteam.com/en/haystack-basics?hsLang=en#mobile-app) - [Workspace Navigation](https://support.haystackteam.com/en/haystack-basics?hsLang=en#workspace-navigation) - [Logging In](https://support.haystackteam.com/en/haystack-basics?hsLang=en#logging-in) - [Content Creation & Management](https://support.haystackteam.com/en/content-creation-management?hsLang=en#main-content) - [Text & Rich Content Editor](https://support.haystackteam.com/en/content-creation-management?hsLang=en#text-rich-content-editor) - [Posts](https://support.haystackteam.com/en/content-creation-management?hsLang=en#posts) - [Pages & Subpages](https://support.haystackteam.com/en/content-creation-management?hsLang=en#pages-subpages) - [Events](https://support.haystackteam.com/en/content-creation-management?hsLang=en#events) - [Glossary](https://support.haystackteam.com/en/content-creation-management?hsLang=en#glossary) - [Links](https://support.haystackteam.com/en/content-creation-management?hsLang=en#links) - [Drafts, Submissions, and Archive](https://support.haystackteam.com/en/content-creation-management?hsLang=en#drafts-submissions-and-archive) - [Templates](https://support.haystackteam.com/en/content-creation-management?hsLang=en#templates) - [Content Feedback](https://support.haystackteam.com/en/content-creation-management?hsLang=en#content-feedback) - [Inspiration Hub](https://support.haystackteam.com/en/content-creation-management?hsLang=en#inspiration-hub) - [GIFs](https://support.haystackteam.com/en/content-creation-management?hsLang=en#gifs) - 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[Managing Archived & Deleted Content](https://support.haystackteam.com/en/managing-your-workspace?hsLang=en#managing-archived-deleted-content) - [Assigning Home Pages & Location-Based Home Pages](https://support.haystackteam.com/en/managing-your-workspace?hsLang=en#assigning-home-pages-location-based-home-pages) - [Platform Integrations](https://support.haystackteam.com/en/platform-integrations?hsLang=en#main-content) - [AI Integrations](https://support.haystackteam.com/en/platform-integrations?hsLang=en#ai-integrations) - [Embedded Content Integrations](https://support.haystackteam.com/en/platform-integrations?hsLang=en#embedded-content-integrations) - [Notifications Integrations](https://support.haystackteam.com/en/platform-integrations?hsLang=en#notifications-integrations) - [Single Sign-On and People Data Management Integrations](https://support.haystackteam.com/en/platform-integrations?hsLang=en#single-sign-on-and-people-data-management-integrations) - [HRIS Integrations](https://support.haystackteam.com/en/platform-integrations?hsLang=en#hris-integrations) - 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