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Managing Users in a Team

TEAMS FEATURE: This article is all about managing multiple users in a team. What are teams?

If you're the Primary Admin or Admin of a team, you can invite more people to join your team and manage existing accounts in your team from the My Team page in your account.

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My Team

If you're a Primary Admin or Admin, you'll find all the information you need about your team on the My Team page in your account.

To get to the My Team page:

  1. Click your username in the upper-right corner of your account.
  2. Choose My Team.

Team Summary

Under the Team Summary tab, you can get a quick overview of your team.

Term
Description
Seats Used

The users that are already in your team. This includes any users in the ACTIVE, INVITED, or REASSIGNMENT PENDING status.

Seats AvailableThe number of invites you can send before you're charged team overages. In other words, the number of accounts that you've already paid for, but aren't being used by anyone yet.
Team SizeThe sum of seats used and seats available. In other words, the total number of people who can be in, or invited to, your team before you're charged team overages for inviting more users.
Team NameThe name of your team. The Primary Admin can change this at any time.
Primary AdminThe person who created the team—this person manages users and team billing.
Account OwnershipDetermines who we regard as the owner of the team.

What are seats?

Seats are accounts you've already paid for in your team.

  • A seat is used if it's already taken up by someone in your team (whether they're already an active user, or they have a pending invitation to join the team).
  • A seat is available if you've already paid for the seat, but no one's using it, and no one's been invited to use it yet. If you have seats available, we encourage you to invite more people to join your team to take advantage of the SurveyMonkey accounts that you've already paid for, but aren't using.

 

Inviting More People to Join Your Team

Ways to Invite People

Under the Add Users tab of My Team, you can invite people to join your team via email, or you can create a team sign-up page where people in your organization can send invites to themselves to join.

You're billed team overages for each invitation sent that exceeds the number of seats available on the team. You're billed at the time the invitation is sent. Learn more: Charges for Adding More Users (Team Overages)
Inviting Users via Email

To invite users to your team via email:

  1. Go to My Team.
  2. Click the Add Users tab.
  3. Choose Send an email invitation.
  4. Enter the email addresses of the people you want to invite. You enter multiple addresses separated by commas, or put each email address on its own line.
  5. Customize the email message.
  6. Click Send Invitations.
Creating a Team Sign-Up Page

You can activate a sign-up page and share its URL with anyone to allow people to join your team on their own. Anyone with the link can enter their email address to send themselves an invitation to join your team.

To create a sign-up page:

  1. Go to My Team.
  2. Click the Add Users tab.
  3. Choose Set up sign-up page.
  4. In the Maximum signups field, enter a limit for how many people can use the page to sign up.
  5. Click Save and Activate.
  6. Copy the link and share it however you'd like.

Why can't I invite more users?

If you can't send an invite or people can't invite themselves from the team sign-up page, you probably have an outstanding invoice you need to pay. Once you pay any unpaid invoices, you'll be able to invite more users. You can find invoices in your Transaction History.

 

Managing Pending Invitations

Email Invitations

You can manage pending team invitations sent via email from the Manage Users tab of My Team.

Resending an Invitation

You can resend an invitation to any user in the INVITED or INVITATION EXPIRED status.

You're not charged team overages for resending invitations since you were already charged team overages for the first invite.

To resend an invitation:

  1. Go to My Team.
  2. Click the Manage Users tab.
  3. Find the user you want to send another invitation to.
  4. Click . to the right of that user and click Resend Invitation.
  5. Choose from the following options:
    • Email another invitation to the user: Sends another email invitation inviting the user to join your team.
    • Copy a link to your clipboard: Gives you a link you can share with the person. This link is uniquely tied to the user you're resending the invitation to, so you should only give the link to that person directly.
Canceling an Invitation

You can cancel any invitation in the INVITED status.

Canceling an invitation will disable the invitation link that was already sent to the user. If you cancel an invite, you can send another one at no additional cost since you were already charged team overages for the first invite.

To cancel an invitation:

  1. Go to My Team.
  2. Click the Manage Users tab.
  3. Find the user whose invitation you'd like to cancel.
  4. Click . to the right of that user.
  5. Click Cancel Invitation.
  6. Click Yes to confirm.

Team Sign-Up Page

You can manage your team sign-up page from the Add Users tab of My Team.

Monitoring Sign-Ups

You can see the number of signups started through your sign-up page at any time. This number indicates how many users have requested an invitation through the sign-up page—not how many users have accepted their invitation.

To see the number of signups started through your team sign-up page:

  1. Go to My Team.
  2. Click the Add Users tab.
  3. Choose Activate a sign-up page.
  4. Under the link, you'll see the number of signups initiated out of the maximum number of signups you chose when you created the page.
Deactivating Your Sign-Up Page

You can deactivate a sign-up page at any time to prevent any new people from joining your team through the link. Anyone that already started the sign-up process through the link will still be able to complete it, unless you cancel the invitation.

To deactivate a sign-up page:

  1. Go to My Team.
  2. Click the Add Users tab.
  3. Under the URL for the sign-up page, click Deactivate Page.
  4. Click Deactivate.

If someone tries going to a deactivated sign-up page, they'll see a message that the page was deactivated.

 

Reassigning or Deleting Accounts

As the people you need to work with change, you can reassign or delete accounts in your team from the Manage Users tab of My Team.

Reassigning an Account

You can reassign any User or Admin account in your team to another person, along with all of the surveys and data contained within it. You're not charged team overages for reassigning accounts since you were already charged for the seat.

To reassign an account:

  1. Go to My Team.
  2. Click the Manage Users tab.
  3. Find the account you’d like to reassign.
  4. Click . to the right of that account and choose Reassign Account.

Until the new user accepts their invitation, the status of the account will be REASSIGNMENT PENDING.

If the account is a collaborator on any shared surveys, the survey will remain shared with the account—even after it's reassigned to a different person.

Deleting an Account
Before deleting an account, we highly recommend contacting the current user to ensure that there is no survey data within the account that needs to be kept. Also, please consider the following precautions and reminders before deletion:
  • This is a permanent action and cannot be undone.
  • All survey data within the account will be permanently deleted.
  • The username will no longer be associated to the account.
  • Any surveys owned by this account and shared with others will be permanently deleted, and collaborators will lose access to the survey and its results.
  • Their seat is not deleted from your team. Instead, the seat becomes available, so you can invite another person to your team at no additional cost.

To delete an account in your team:

  1. Go to My Team.
  2. Click the Manage Users tab.
  3. Find the account you’d like to delete.
  4. Click . to the right of that user and choose Delete Account.
  5. Click Delete to permanently delete the account.

You can't delete the Primary Admin. If you want to change the Primary Admin, see Changing Someone's Role.

 

User Statuses

You can check the status of every account in your team from the Manage Users tab. Here's what each status means:

Status
Description
ACTIVEThis user has accepted their invitation to join your team.
INVITEDThis person was invited to join the team, but hasn't accepted their invitation yet.
REASSIGNMENT PENDING

This account is in the process of being reassigned to someone else. This means that the Primary Admin or an Admin sent an invitation to someone else to take over this account, but they haven't accepted the invitation yet.

Neither the original owner of the account, nor the new owner, will be able to access the account until the person to whom you reassigned the account accepts the invitation. If needed, you can reassign an account in this status to a different person.

INVITATION EXPIREDThis person was invited to join the team, but didn't accept the invitation within 30 days. Invitations expire within 30 days, but you can always resend the invitation to them.
To read about the different roles in a team, like Primary Admin and User, see Team Roles & Permissions

 

If you're the Primary Admin or Admin of a team, you can invite more people to join your team and manage existing accounts in your team from the My Team page in your account.

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