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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 (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.