How do I create a new user account and send them an invite?

Group Leaders and Managers can create new accounts for members (managed and non-managed) and other leaders to give them access to either the Learner app or Champion Dashboard.

In this article, we explain the following:

1. Managed vs Non-managed Account
2. How to create an account for new members?
3. What happens after sending an invite to the new member?
4. How to create an account for Group Leaders and Managers

What is the difference between a non-managed and a managed member's account?

In a managed member's account, the person who created the account or anyone with a leader/manager role in the group can view and edit the member's account information, such as name, username, email, and password. Whereas, in a non-managed account, the member's data cannot be changed by anyone other than the member. 

Also, typically, managed members have limited capabilities in the group than non-managed members. A few of those capabilities are: leaving comments on posts/stories, sending messages, uploading photos from external sources, and others. Although enabling/disabling these features for specific types of members still depends on the group's preferences.

How do I create an account for new members?

1. Access the Champion Dashboard.
   
   
2. From the People tab, click on the Actions button located at the upper-right corner of the page and select "Create New User".
   
   
   
3. You will see 2 sub-tabs: Learner App and Champion Dashboard. Stay on the Learner App tab. 
   
   
   
4. From the dropdown, select 1 group to which the new user will be added. 
   
   • Tip: If you have 1 group selected on the main filter, the same group will be pre-selected on this dropdown by default)
     
     
     
5. Depending on the group that you picked, you might notice that the fill-out form automatically changes. There are 2 templates: One for non-managed users and another for managed users.
   • Notice that the form for managed users is longer as it requires a username and password to be set.
     
6. For groups where the managed user setting is turned on, they will automatically get the longer template for managed members. For groups that didn't have the managed user enabled, they will get the shorter template. This way, it is easy to identify if the new member is going to be managed or not. 
   
   
7. Fill out the form with the member's details. 
   • For non-managed: First Name, Last Name, and Email are required. 
   • For managed: First Name, Last Name, either Email or Username, and Password are required.
     
     
     
8. (Optional) If you want the new managed member to change the password upon first login, tick the box for "Require password change upon login". Otherwise, leave it unchecked.
   
   
   
9. Once the form is complete, double-check the details and if without any error, click on Create Account.
   
   
10. You will land on a screen that confirms that the new member was created. This also contains the option to send a direct invite to the new member via email or text message. (Sending an invite does not have to be done immediately after creating the account as you still have the option to send it at a later time.)
    
    • For non-managed members, sending an invite is a must for them to receive a magic link that will allow them to automatically sign in to the platform.
      
      
      
      
    • For managed users, sending an invite is OPTIONAL:
      • If email or phone is available, you may send them an invite. Or,
      • Provide them with the username and password that you set up so they can manually log in.
      • Take note that once an invite has been sent for a managed member, the member will be required to set up a new password upon successful login, regardless if it's thru manual login or magic link. Thus, the initial password that you set up will be replaced. 
        
        
        
        
11. Follow Up Actions:
    • If need to make edits to the member's data, click Edit User.
    • If need to add the member to more groups, click Add to Groups.
    • If need to assign certs, click Assign Certs. 
    • If no further action is needed, just click Done.
       

What happens after I send an invite?

• The user will receive a welcome email or text message that contains their login information and a "Sign In" button which will automatically log them into the Learner app (for members) or Champion app (for leaders/managers). 
  
  
• Sample email and text invite sent to a non-managed user displays only the registered email address as the login and no password. Recipients must click on the Sign in button and then will be asked to set up their password. 
  
  
  
• Sample email and text invite sent to a managed user displays the registered email address and password. They can either click on the Sign In button and will automatically be logged in, or, manually log in via Journey.do using the registered email or username and password.
  
• Both managed and non-managed users who have been sent an invite will be prompted to set up a new password. They will see an option to send the updated password to their registered email or phone number.
  
  
  
• The link in the email or text message expires after 72 hours. If you need to resend it, go to the People tab in the Champion app, under the Key Dates column you will see the Resend Invite link. 
  

How do I create an account for Leaders and Managers?

Note that only managers are able to create an account for another leader or manager. Follow the steps below to create a leader or manager:

1. On the Champion Dashboard > People tab, click on the New Person button.
   
   
2. On the New Person form, go to the Champion Dashboard tab. (For non-managers, this tab is grayed out).
   
   
3. Select the role. you want that person to have: either Group Leader or Manager. 
   (For more info about roles and permissions, refer to this article.)
   
   
   
4. Select 1 group or organization you want that leader/manager to be in. You may also select a parent group (organization or affiliation) to give them access to all groups under that organization.
   
   
   
   
5. Fill out the form with the leader's data. Either the email address or phone number is required for them to receive the email or text invite.
   
   
6. Click "Create Account and Send an Invite" button. 
   Unlike with members, an invite is automatically sent to the leader/manager upon creating their account.
   
   Important: Leaders/Managers created under the Champion Dashboard sub-tab will also have access to the Learner App for the corresponding groups that they were added to, except, if they are only added to the organization and not directly to the groups, then they will only be able to manage the groups from the Champion app but not from the Learner app.