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How to invite new team members to join your Lookback Organisation
How to invite new team members to join your Lookback Organisation

The basics of inviting colleagues and how those invitations are accepted

Russ Troester avatar
Written by Russ Troester
Updated over a year ago

The Owner and Collaborators in a Lookback Organisation can invite colleagues and stakeholders to become team members of a Lookback Organisation. The Lookback Organisation incorporates and is where all of your Lookback data resides.
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🚀 To make the process of adding your colleagues as team members go as smoothly as possible, please ask them to wait for the invitation email before signing up. Sometime they will create a user account by signing up for a trial before they've been invited, but that can risk causing problems when they later try to accept the invitation

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Inviting new team members when using SSO (single sign-on).

If you are using SSO (single sign-on) with Lookback, you will need to add new users to your IDP (identity provider) before they'll be able to access Lookback. You will not invite them through the Lookback dashboard.

Inviting new team members if you are not using SSO (single sign-on)

Here's how you invite new team members on all plans if you are not using SSO (single sign-on):

  1. Log in to Lookback

  2. Click the dropdown menu beside your name (at the top right corner of the page)

  3. Click Members on the dropdown menu

  4. On the Members page, enter the email address(es) you wish to invite.

    1. You can invite up to 50 users at a time by separating the email addresses with a comma.

    2. Note for Enterprise and Legacy Plans (Starter and Pro) only: click the dropdown menu to select the "Role" (Collaborator or Observer) of the person you're inviting as team member.
      ❗️ If you mean to invite a new team member as collaborator on one of these plans (Enterprise, Pro, Starter) make sure to check that you have sufficient Collaborator Licenses. These plans are license-based, so you pay for each full capability team member license (collaborator). For legacy plans (Starter, Pro) it's no longer possible to add/subtract the number of Collaborator licenses.

  5. Click the "Send invitations" button - this will automatically send an invitation email to your Team Members

Setting the default role for new members (Enterprise & Legacy Plans - Pro & Starter - only)

If you are on a seat-based plan (Enterprise & Legacy Plans), the Owner of your organisation can select what the default role will be for newly invited users: collaborator or observer. You can always manually assign seats/licenses later as needed.

To change the default role (not using SSO):

  1. Click on the menu at the top right and click Organisation Settings

  2. Under Default invite role select the role you want newly invited members to have: Collaborator or Observer

  3. Now any newly invited members will automatically be assigned that role (which can later be changed as needed)

To change the default role (using SSO):

  1. Click on the menu at the top right and click Organisation Settings

  2. Click Configure under Single Sign-On

  3. Under Default role for new members select the role you want newly invited members to have: Collaborator or Observer

  4. Now any newly invited members will automatically be assigned that role (which can later be changed as needed)

Accepting an invitation to join a Lookback Organisation

Scenario 1: You don't have an existing Lookback user account

  1. Find the invitation email from your colleague! It will come from notifications@lookback.io.
    ❗️ If you don't see the email in your inbox, check folders like spam, promotions, updates etc to see if the invitation email was misrouted. You can also check with your IT team to see if there's an email security system that may have quarantined/blocked the email.

  2. Click on the "Accept Invitation" button in the email!

  3. Enter your full name, create a password, and then click the "Join [Team Name] team" button

  4. You'll automatically be logged in to the Organisation you were invited to

Scenario 2: You already have an existing Lookback user account

🚀 If you already have a Lookback user account, but are prompted to create one when accepting the invitation from your teammate, just click on the option "Already have an account? Log in here."

  1. Find the invitation email from your colleague. It will come from notifications@lookback.io.
    ❗️ If you don't see the email in your inbox, check folders like spam, updates, campaigns, promotions etc to see if the invitation email was misrouted. You can also check with your IT team to see if there's an email security system that may have quarantined/blocked the email.

  2. Click on the "Accept Invitation" button in the email

    1. If you're already logged in to your Lookback user account, you'll automatically be taken to the Organisation's Dashboard

    2. If you are not logged in, you'll be prompted to log in. Once you do, you'll be taken to the Organisation's Dashboard

If you or one of your users have any issues accepting the invitation, please reach out to our support team using the chat bubble to the right or by emailing us at support@lookback.io

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