Adding people to your organization
Adding people to your organization
You can bring your whole team into Flaree in a few minutes. Paste a list of email addresses, upload a CSV or Excel file, or share one invite link with everyone. All three live in the same place: the Add people panel under Settings β Company β Members.
Before you start
Inviting people needs user management rights. Company owners and administrators have them. Editors and employees do not see the option.
Every person you add takes a seat. A seat is used as soon as you send an invitation, not when the person accepts it, and deactivated people keep theirs. If you run out, the people who did not fit are listed as not invited. Raise the seat count under Settings β Subscription, or cancel invitations you no longer need. See Plans, seats and billing.
Each person joins with a role:
Role | What they can do |
|---|---|
Employee | Send and receive recognition. The default, and the right choice for most people. |
Editor | Everything above, plus creating and editing recognition cards. |
Administrator | Everything above, plus managing people, departments, billing and the Slack integration. |
You can change anyone's role later. See Roles and permissions.
Open the Add people panel
Go to Settings β Company and open the Members tab.
Click the + button at the top right of the members list.
Pick one of the three tabs: Emails, CSV / Excel or Invite link.
The "Invite users" step of the onboarding checklist opens the same panel. You can also go straight to it with this link.
Invite by email
The quickest way when you already have a list of addresses.
On the Emails tab, paste the addresses into the box. Separate them with commas, semicolons or new lines. You can paste recipients copied straight from Outlook or Gmail, in the form
Anna Nowak <anna@company.com>. The name is saved with the invitation.Check the counter under the box. Anything that is not an email address is shown in red and skipped.
Choose a role. It applies to everyone in this batch.
Click Invite.
You can invite up to 500 people at once. For a longer list, split it or use a CSV file.
Import a CSV or Excel file
Use this when your team list lives in a spreadsheet or comes out of an HR tool. It also lets you set a different role and department for each person.
On the CSV / Excel tab, drop a
.csvor.xlsxfile, or click to choose one. Not sure what the file should look like? Click Download a template.Check the column matching. Flaree recognises common column names in English, Polish and German (for example Email, E-mail, Adres e-mail, Name, ImiΔ, Nazwisko, Vorname, Department, DziaΕ, Abteilung). If a column was not picked up, choose it from the list.
Review the preview. It shows, for every row, whether the person will be invited and why not if they won't, plus how many seats you have left. Nothing is sent yet.
Click Invite.
Column | What it does |
|---|---|
Required. One address per row. | |
Name | Optional. A full name, or separate first name and last name columns. |
Role | Optional. |
Department | Optional. Matched to your existing departments by name, ignoring upper and lower case. Tick "Create departments that don't exist yet" to create the missing ones during the import. |
A file can hold up to 500 people. If the first row of your file is already an email address rather than column names, clear "First row contains column names".
After the import you can download the list of people who were not invited, with the reason for each, fix it and import it again.
Departments are part of the Advance plan. See Managing your organization for how they are used.
Share a team invite link
One link for the whole team, to post in Slack, Teams or an all-hands email. You don't need anyone's address in advance.
On the Invite link tab, choose the role people get and when the link expires: never, or in 7, 30 or 90 days.
Click Create invite link.
Click Copy link and share it. You can come back and copy the same link at any time.
Anyone who opens the link sees your company's name and logo. They create an account or log in, with email and password, Google, Microsoft or LinkedIn, and join straight away as an active member. No invitation email is involved, and they don't need your approval. Under the link you can see how many times it has been used.
Your company has one link at a time:
Changing the role or the expiry keeps the same link working.
The refresh icon creates a new link and turns off the old one. The new link keeps the role and expiry of the previous one.
The bin icon turns the link off. Nobody who already joined is removed.
Anyone holding the link can join while it is active, and each of them takes a seat. If the link was shared somewhere it shouldn't have been, or after you delete someone who still has it, create a new link with the refresh icon. A deactivated person who opens the link stays deactivated.
What happens after you invite
Everyone invited from the Emails or CSV / Excel tab gets an email with a link to join. They set a password, or sign in with Google, Microsoft or LinkedIn using the same address, and then accept the invitation. Until then they appear in the Members list as pending.
After each batch Flaree shows who was invited and who was not, with the reason:
Status | What it means |
|---|---|
Already in team | This person is already a member. Nothing was sent. |
Already invited | An invitation is already waiting. Use Resend invitation if they missed it. |
Invalid email | The address is not a valid email. |
Duplicate | The same address appears more than once in your list. It was invited once. |
No seats left | Your seats ran out before this row. Add seats, then invite them again. |
To send an invitation again or withdraw it, open the options menu next to the person in the Members list and choose Resend invitation or Cancel invitation. Cancelling frees the seat.
When your colleagues find Flaree first
Sometimes people sign up on their own before you invite them. When someone signs up with a work email from the same domain as your company's administrators (for example @yourcompany.com), Flaree shows them a "Your team is already on Flaree" card before they start a separate organization. Public addresses such as Gmail or Outlook never trigger it.
From that card they can click Request an invite. Your administrators then get an email with the person's name and address and a button that opens the Add people panel with their address already filled in. Nobody joins until you invite them, and the requester never sees who the administrators are.
Common questions
Someone did not get the invitation email.
Ask them to check spam and other mail folders. Then use Resend invitation from the options menu next to their name in the Members list. Also make sure the address is spelled correctly.
I cannot invite anyone else.
You are out of seats. Pending invitations and deactivated people each hold one. Raise the seat count under Settings β Subscription, or cancel invitations you no longer need.
Can people join with Google or Microsoft?
Yes. With an email invitation, they need to sign in with the same address the invitation was sent to. With the team invite link, any account works.
I don't see the + button or the Members tab.
Inviting people needs user management rights. Ask your company owner or an administrator.
Can I set a different role for each person?
Yes, with a CSV or Excel file that has a role column. The Emails tab and the invite link use one role for everyone.
Do people who join with the invite link get an email?
No. They join the moment they sign up or log in through the link.
I shared the invite link by mistake.
Click the refresh icon to create a new link. The old one stops working immediately.
Someone opened the invite link but could not join.
Your organization is out of seats, or the link expired or was replaced. Check the seat count under Settings β Subscription and the expiry on the Invite link tab.
A colleague says Flaree told them their team is already here.
They signed up with your company's email domain. Invite them, or share your team invite link with them.
Back to Flaree Help Center
Last updated