Invite colleagues to Access Evo
When you invite new members to Access Evo, they can either use an email address or username to log in.
To set this up for individual users, follow the steps in the relevant section below.
📌Note: To use usernames in Access Evo, you need to create a friendly URL.
Use an email address
Click the Members icon.
Click Add then click Using an email address.
Select one of the following:
Add members in bulk: If you have a lot of members to add, use this option to enter multiple email addresses at once, separated by a comma or space.
Add members individually: Use this option to enter the name, email address, and organisation role of each member individually.
If required, enter a personal message to include in the sign-up email.
Click Add.
📌Note: Users don't show in the Learning tab to allocate courses until they accept the welcome invite email.
Use a username
Click Members icon, then click Add.
Click Using a username, then enter the following:
First Name.
Last Name.
Username.
Select the relevant organisation role.
If a new member can't find their sign-up email, try resending it. If they still don't receive it, request your IT support to whitelist noreply@accessacloud.com (for UK and Europe) or noreply@go.access-workspace.com.au (for Asia-Pacific).
Managing site members
Once you've created a site, you'll want to make sure others can see it. We would recommend that you set someone else up as an administrator as well.
Within the site, the option to Manage Members is available on the right-hand side. Clicking this will show a list of all Members within that site.
An Administrator has full access to the site and can manage the site members.
A Contributor has full access but can only delete tasks and documents they created.
A Read Only user can only view tasks or documents, or delete tasks or documents they've created in the past.
To add a new internal member from within your organisation
Click Invite People on the right of the page.
Start typing or Click the magnifying glass which will show a list of everyone who is in the organisation and from there select the users to add.
Click Finish.
Altering Roles
Click Actions.
Select Set Site Role to give the user an alternative role.
Once the role is assigned to a user, the user will be able to see their role underneath their names in the Members section.
Import member details
To save time, you can import new members or update multiple existing members using a .xlsx or .csv file. To do this, follow the steps below:
Click the Members button.
Click the wheel next to the Invite button.
Click Import Members.
A new window with the same name appears.Click Download Template
🤓Tip: To avoid having to download this every time, you can save it locally.
Complete the template.
For more information, refer to the Important information section of this article.Click Save then click Close.
Click Select a File then browse to your saved document.
To send an email invite to all members, select the Send invite emails on import check box.
Note: If you don't select this, the members that you import won't receive an email invite. If you don't want to send invites at this point, you can send them to members on the Members tab.To complete the import, click Import.
📌Note: If you want to perform an import and just update some of the details for an employee, you can first export a file with the current details in Evo and just amend the concerned fields before uploading it via the Import function.
Click the wheel next to the Invite button.
Click Export Members.
Click Export.
Amend the concerned details
Perform the import as explained in the previous section.
Important information
When adding new Members, you only need fill in the Email Address or Username and optionally the First Name and Last Name columns in the template.
When changing the Organisation Role for users, ensure you do not reduce or revoke your own role. At least one organisation Admin must be available.
To clear a value, add NULL in a cell.
Valid statuses for a user’s organisation role are: Pending, Active, Deactivated and Deleted.
When adding information to a field, you won't be able to use the Comma symbol as this is used as a data separator.
📌Note: If a user doesn't receive an email, you may need to whitelist noreply@accessacloud.com (for UK and Europe) or noreply@go.access-workspace.com.au (for Asia-Pacific). Speak to your IT support for further advice. Sometimes there may be more than one type of quarantine and it might help to let your IT team know the recipient's email address and the time you generated an email for them.