How to Invite Users to My Businessmap Account?

In this article:

1. How to Invite Users?
    1.1. Licensed Seats
2. How to Invite Users from the Administration Panel?
3. Import Users in Bulk from an Excel File?
4. How to Invite Users from the Board Sidebar?

1. How to Invite Users?

Only Account Owners and users with the "Invite users" privilege can invite new users to the Businessmap account. There are two ways to invite new users:

• Access the Administration Panel and use the invite users link
• Go to the sidebar and use the invite users button

1.1. Licensed Seats

At the bottom of the Users Panel in the Administration, Account Owners and users with the necessary permissions will see 4 items:

• Registered users — users who have been invited to the account and have registered in the system. Includes enabled and disabled users.
• Enabled users — these are the active users who have access to the account.
• Not confirmed — users who have been invited to the account, but haven't logged in and registered yet.
• Licensed seats — the maximum number of active users you can have in the account at any given time.

Let's illustrate that with an example:

• Registered users: 108
• Enabled users: 88
• Not confirmed: 7
• Licensed seats: 99

This means you have 13 disabled users, that are “registered” in the system, but disabled and do not consume licensed seats.

From the 99 licensed seats:

• 88 are occupied by active (enabled) users.
• 7 are reserved for users who have never logged into the system but have been invited (you can still assign cards to these non-confirmed users).

This means you have only 4 free license seats left. You can continue to invite users to the account, but for them to be able to log in, you need to free up license seats by disabling other users.

If you enable some of the disabled users, some of the invited users may not be able to log in as your licensed seats (enabled + reserved) will be full.

Note: If there are no free license seats in your account, the new users will be invited, but they will not be able to register in the account. When they click the invitation, they will see an error message: "You do not have permission to access the system. Please, contact your registration administrator. If you need additional information, please contact support@businessmap.io."

In this case, you can either upgrade your account or disable a user who is not actively working in the system and use their free license.

2. How to Invite Users from the Administration Panel?

Step 1: Open the Administration panel from the upper right side of your account interface and select "Users."

Step 2: In the User Management panel, click the "Invite Users" button to open the dedicated invitation panel.

Step 3: The system allows you to:

• Invite users individually by entering their email addresses in the dedicated field (1).
• Bulk import of users from xls, xlsx, and csv files (2) and optionally assign them to Teams.

Step 4: When you send the individual invite, the system opens an extra panel and prompts you to:

You can choose to add the invited user to a team or certain boards. For teams, you can assign the user as a team member or manager (can edit, remove, and add users to the team). For boards, you can:

• Checkmark the boards (1) you want to assign the user to. You can use the filter to quickly find workspaces and boards.
• Define the user role (2) for the respective board. You can choose between the default system role and any other custom role you have defined.
• Note: You can make the user a Workspace Manager (3). If you tick off the respective box, the user will get full permissions for all boards that belong to the corresponding Workspace. This role overrides any custom board role within that workspace.

Step 5: When you complete the invitation process, the user will be added to the list of users under the Users tab of the Administration. Their status will be "not confirmed" until they accept the email invitation.

Note: If you need to resend the invite, click the grey envelope icon of the respective user. Re-sending the invite will make the previous one invalid. Keep in mind that this action can only be performed by Account Owners.

Step 6: When the user confirms the Businessmap invitation, you will see their names.

3. Import Users in Bulk from an Excel File?

Step 1: Open the Administration panel and click the "Invite users" button.

Step 2: Select the "Import users from file" button and import users using an xls, xlsx, or csv file.

Notes:

• For xlsx and xls files, put all emails in the first column, one per row.
• For csv files, put all emails with a comma delimiter.

Using this method, you can also add users to teams.

To do so, just add the team names in the column that follows each user's email.

If a user needs to be part of multiple teams, simply list the team names in separate columns, as shown below.

In that example, user1 will be added to teams A and B while user2 will be added to teams A and C.

Step 3: You will get a system confirmation message that the users have been imported successfully. Users will receive Businessmap invitations in their mailboxes.

Step 4: Go ahead and assign the new users to the Boards from the Administration panel. Use the Board Users tab or the Assigned Boards option in the Registration member settings that belong to every user.

4. How to Invite Users from the Board Sidebar?

Step 1: You can invite users directly from your board. Use the "Invite Users" button on the Sidebar located on the right side of your Board interface.

Step 2: Enter an email address to invite someone new or search for a person in the account by username or email address to add them to the current board. When you enter/select the email, the panel prompts you to define the user role for that board.

Moreover, the Board Members distinguishes between regular Board members and Workspace Managers at a Board level and makes it easier to manage the account in terms of user administration.

Hover with your mouse pointer over any avatar to bring their names and email addresses to display.

Note: The available users in the dropdown list are limited to 50 users. To find a specific user, please use the filter.