m

Managing Seats on Your Team

TEAMS FEATURE: This article is all about managing accounts on a team. What are teams?

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

Jump to...

 

My Team

My Team is the central place to find team information. You can find it in the main navigation.

Team Summary

Under the Team Summary tab, Primary Admins and Admins get an overview of the team.

Term
Description
Seat

An account on the team that you've already paid for.

There are two seat types: Full Access seats and Contributor seats.

Seats Used
(or Filled seats)

The accounts on your team that are already assigned to someone. This includes seats in the Active, Invited, or Reassignment pending status.

Seats Available
(or Empty seats)
The number of invites you can send before you're charged team overages. In other words, the number of seats you've already paid for, but aren't being used yet.
Team Size
(or Total seats)
The 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 adding more seats.
Team NameThe name of your team. The Primary Admin can update this at any time.
Primary AdminThe person who created the team—this person manages seats and team billing.
Account OwnershipThe person we consider the owner of the team.

 

Adding More Seats

BETA FEATURE: Full Access seats and Contributor seats are currently only available to some teams. We look forward to rolling this out to all teams soon.

Under the Add Users tab, you can click Add Seats to select the number of additional Full Access seats and Contributor seats you want to add to your team.

On this page, you can:

  • View a breakdown of your current team
  • Compare Roles and Permissions
  • View a summary of Team Overages for adding more seats

Once you've paid for additional seats, click your receipt # in your confirmation to go directly to your invoice or click OK to invite people to join your team.

 

Inviting People to Join

Ways to Invite People

Under the Add Users tab, you can send an email to invite people to fill available seats.

Enterprise teams can also see an option to create a team sign-up page where people in your organization can send invites to themselves to join.

Teams with SSO enabled won't see either of these options and can send a URL to invite people.

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 Seats (Team Overages)
Invite People via Email

To invite people to your team via email:

  1. Go to My Team.
  2. Click Add Users.
  3. Select the option below that describes what you see on your screen:
Invite people

BETA FEATURE: Full Access seats and Contributor seats are currenlty only available to some teams. We look forward to rolling this out to all teams soon.

To invite people to your team via email:

  1. Click Invite people.
  2. Enter email addresses separated by commas.
  3. Click Next. Duplicate email addresses are removed for you, as well as emails with pending invitations.
  4. Review the number of seats and seat types you’re inviting. If you've invited more people than you have seats available for a seat type, you'll be charged overages when you send the invites.
  5. Click Send Invites.

It isn't possible to customize the email message.

Send an email invitation

To invite people to your team via email:

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

You'll be charged the cost of an additional account for each invitation you send that exceeds the number of seats available on my team. The amount is prorated based on the day you invite them, and how much time is left in your team subscription.

For example, if your next renewal date is in about 6 months, the cost is only about one half of what is quoted. Once you invite them, we’ll send you a team overage invoice with the exact amount.

Creating a Team Sign-Up Page (Enterprise Only)

 

You can activate a sign-up page and share the URL 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 create a sign-up page:

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

Why can't I invite more people?

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 people to your team. You can find invoices in your Transaction History.

Can team members see existing surveys?

Not by default. Surveys are private to the person who created the survey until that person shares it with other people in the team.

You can share surveys with people on your team as soon as they join so they can access existing team surveys.

Primary Admins aren't able to see what surveys are in each team member's account.

 

Managing Pending Invitations

Email Invitations

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

If someone has a pending invitation but you invite them to a different seat type, the most recent invitation will override the original pending request.

Resending an Invitation

You can resend an invitation to anyone with the Invited or Invitation Expired status. You're not charged team overages for resending invitations.

To resend an invitation:

  1. Go to My Team.
  2. Click Manage Users.
  3. Find the person you want to send another invitation to.
  4. Click . to the right of that person and click Resend Invitation.
  5. Choose from the following options:
    • Resend Invitation: Sends another email invitation inviting the person to join your team.
    • Copy invitation link: Gives you a link you can share with the person. This link is uniquely tied to the person 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 out. If you cancel an invite, you can send someone else an invite 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 Manage Users.
  3. Find the person whose invitation you'd like to cancel.
  4. Click . to the right of that person.
  5. Click Cancel Invitation.
  6. Click Yes to confirm.

Team Sign-Up Page

BETA FEATURE: Team sign-up pages are only available to Enterprise customers.

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 people have requested an invitation through the sign-up page—not how many people have signed up for an account from the invitation.

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

  1. Go to My Team.
  2. Click Add Users.
  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 Add Users.
  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 from the Manage Users tab of My Team.

Reassigning an Account

You can reassign any Full 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 Manage Users.
  3. Find the account you'd like to reassign.
  4. Click . to the right of that account and choose Reassign Account.
  5. Enter the email address of the person you want to reassign the account to.
  6. Click Send email.

Until the new person accepts their invitation, the status of the account will be Reassignment pending.

If the account has any shared surveys, they 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 owner to ensure that there is no survey data within the account that needs to be kept or transferred to another account in the team. 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 with the account.
  • Any surveys owned by this account and shared by others will be permanently deleted, and anyone with access to their surveys will lose access.
  • 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 Manage Users.
  3. Find the account you'd like to delete.
  4. Click . to the right of that account 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 person 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.
TIP! To read about the different roles in a team, like Primary Admin and Full User, see Team Seat Types, Roles, & Permissions.

 

The Primary Admin or Admin of a team can add seats, invite people to join your team, and manage existing seats on your team from the My Team section of your account.

Get answers