How do I invite new users to my Sprout Account?

Prerequisites

• Your Sprout account will need open and available user seats. Note: there is the option to add more seats or remove existing team members during the invitation process
• You will need to be assigned Manage Permissions and Manage Users within your Sprout user permissions 

How to Invite New Users in Sprout 

1. Navigate to Account and Settings on your left sidebar, and select Invite new team members. This will open the Invite Users window.
2. Enter the user's first name, last name, and email address.
3. The exact experience will differ based on your Sprout plan, however, you will see a prompt to assign Profiles and Profile permissions to the user. 
   • If you are on the Advanced Plan, you will be asked to assign an Organizational Role and Profile Permission Set. This controls what the user can see and do once they join.
4. Repeat steps 1-3 for each additional person you want to invite.
5. Click Send Invites. Each invitee receives an email invitation to join your Sprout account.
6. The user appears in your team member list with a status of Pending Invite until they accept.

How to Add More User Seats to your Account

To avoid accidental charges, you will see that you are prompted to add more seats or remove existing users if inviting a new user would put you over your plan’s current user allotment.  

You can manage or approve an increase of your current user seats by clicking Add more seats during the new user invite flow. A demonstration of this process can be found below:

Alternatively, you can also click to remove existing users who may no longer need access to the account in order to free up additional space.

To do so, simply locate the intended user for removal and then click the three dots to access the remove team member action. This will free up a new user seat that can be applied to a new user invitation. 

How to use the Bulk Invite Feature

If you're adding several team members, you can skip the one-by-one process and import them from a CSV file instead.

To use the Bulk User Invite feature, you’ll need to set up a CSV file with the following column names:

• First name
• Last name
• Email address (must be a valid address)
• Role (optional, must be an existing Role)

Note: You must be an Advanced Plan user to assign Roles.

To upload your spreadsheet:

1. Within the Invite Users menu in Sprout, click Import Team Members.
2. Drag and drop your CSV file, or click Choose File to select it.
3. Click Import. Your team members appear in the Import Team Members window.
4. For each person, select a Role or Custom Permissions from the Role & Permissions dropdown.
5. Click Send Invites.

Everyone you added will show a status of Pending Invite until they accept their email invitation.

What Happens After Sending the Invite

• Invited users receive an email with a link to set up their Sprout login and join your account.
• Once they accept, their status updates from Pending Invite to Active, and they can access the groups, profiles, and permissions you assigned
• You can use the team member filter within the Teams & Members tab to see who has access to which groups, profiles, and permissions.

Additional Resources

Check out these pages for more information on managing users based on your Sprout Plan: 

• Advanced Plan: How do I manage users in Sprout?
• Standard & Professional Plans: How do I set up Groups and Users?

FAQs

Q: Why is the “Send invites” button greyed out when I try to invite a user?

This could indicate that you are missing required information for the user, such as assigning the user access to at least one profile within their assigned Profile Permissions. This could also indicate that sending the invitation would require adding an additional user seat. In this case, you should see a warning banner that provides the option to Add more seats or remove existing team members

Q: Will I be charged for additional user seats if I am on a Sprout Trial? 

No, you are able to add new user seats free of any charge during your trial period. The additional seats would be expected to increase the price of your base plan once you subscribe. 

Q: Can I “swap” a user rather than adding a new user seat? 

Yes! In this case, we would recommend locating the existing user you are intending to update within the Team Members view in Settings and then click the three dots to access the remove team member action. Removing the user will free up a new user seat that can be applied to a new user invitation.