How to invite users
Add people to Smaply at the account, workspace, or journey map level and pick the role that fits.
Bring people into Smaply by entering their email, picking a role, and clicking Invite. You invite from one of three places depending on how much you want them to see: the whole account, a single workspace, or one journey map.
Prerequisites
You need Admin permissions at the level you're inviting at. Editors can't manage users.
Choose where to invite
The place you invite from sets how much the person can access. Wider access cascades down: an account invite reaches every workspace and map, a workspace invite reaches the maps in that workspace, and a map invite reaches one map.
Account level - The person works across your whole account. Best for core team members and admins.
Workspace level - The person sees one workspace and its journey maps, nothing else. Best for project teams and external collaborators.
Journey map level - The person sees a single journey map. Best for stakeholders, clients, or workshop participants reviewing one journey.
To give someone view-only access without a Smaply account at all, share a public link instead of inviting them. See How to share a journey map via HTML link.
Account invites live in Account settings, which opens from the account name at the top of the left sidebar.
Open the Users tab
In Account settings, click the Users tab.
Enter the email and pick a role
Under Account users, type the person's email, then set the role dropdown (it defaults to Editor).
Click Invite
The person is added to Account users with a pending status until they accept.
Workspace invites live in Workspace settings, which opens from Settings in that workspace's sidebar section.
Open the Manage users tab
In Workspace settings, click the Manage users tab.
Enter the email and pick a role
Under Workspace users, type the person's email and set the role. They get access to this workspace only.
Click Invite
The person is added under Workspace users. People who already have account-level access aren't listed here, since that access is inherited.
Journey map invites live behind the Share button in the top-right corner of the journey map editor.
Open Manage access
Click Share, then select Manage access.
Enter the email and pick a role
In the Manage access modal, type the person's email under Journey map users and set the role. They get access to this one map.
Click Invite
The person appears under Who has access. This list shows only people invited to this map; account- and workspace-level access is inherited and isn't relisted.
Which role to pick
The role dropdown offers the same three roles everywhere you invite, and defaults to Editor:
Admin - Can change everything within the account, workspace, or journey map, including managing users.
Editor - Can create and edit journey maps and other content.
Viewer - Can view journey maps and add comments, but can't edit.
For what each role can do at each level and how access cascades, see Access levels and permissions.
Viewers don't count toward your admin and editor seats. They use separate viewer licenses, and viewer availability depends on your plan. See How to check seat usage.
What happens after you invite someone
The person gets an email and an in-app notification with your invitation. If they're new to Smaply, they sign up and join your account rather than creating a separate one. If they already use Smaply, they're added to their existing login.
A pending invitation never expires, so it stays valid until the person accepts or you revoke it. For the recipient's side of accepting, see How to join by invitation.
A seat is counted once the person accepts, not while their invitation is pending. One person is one seat no matter how many levels they have access to, and if they hold more than one level, their highest level is what counts.
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