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Inviting / importing your colleagues

Eva
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There are several ways to create new Leapsome users. To import your users, please navigate to ‘Settings’ and click on ‘User & Teams.’ 

Invite users through integrations
Invite users through Excel/CSV
Creating users through an email list
Gmail and Domain white listing
Send invitations manually 
Understanding User Status

Option 1: BambooHR, Personio, Active Directory, and others

If you’re using Personio, BambooHR, HiBob, PayFit, Rippling, Workday, Active Directory, Okta, or OneLogin you can use our integrations to automatically import your employee directory (and keep it up to date). To activate the integration, please navigate to admin settings and select the integration in the left menu. Continue by following one of these guides:

Once the integration is set up, Leapsome should automatically create new user accounts for all colleagues. To give them access to Leapsome, all you need to do is to 'invite' them. The invitation link will then be sent to the user's email address. To invite a user, just navigate to Settings > Users & Teams, find the person in the user list and click 'Send invite.' You can also send invites in bulk to e.g. a full team, by navigating to Settings > Users & Teams > Actions > Send invites.

Going forward, you can also choose to automate the invitation process by allowing the  integration to not only create new user profiles, but to also invite them automatically. This can be set up under Settings > Integrations > HRIS Integrations > Select your integration > tick the option 'Automatically send Leapsome invite emails to provisioned employees'. 

It is important for users to be invited in order to utilize SSO if enabled. 

Option 2: Import from Excel/CSV

Our Excel import is a great and simple way to import your users and keep your user list up-to-date. It allows you to automatically create teams and manager relationships while importing your users. Furthermore, you can use the CSV / Excel Upload to populate your Custom Attributes.

Go to Settings > 'User & Teams' and click 'Actions' > 'Add Users' on the top right. In the window that opens, select 'Import from Excel' and download the template by clicking on the gray button. When populating the template, please follow the provided column format. Please also make sure to format your fields in Excel as 'Text', not date, so that all formats are imported to Leapsome correctly. You have the option to include the user's email (recommended) or to set up a user name for users without an email (read more about our Kiosk mode here) - all other fields are optional. Special Latin characters can be used in User's names and will be searchable within the Leapsome platform. You will find the columns for the custom attributes as the last columns. Finally, use the completed Excel sheet and upload it to the same place. (Settings > 'Users & Teams' > 'Actions' > 'Add Users'). 

You should ideally provide a full list of all users, especially if you want to automatically create manager relationships. A manager relationship will only be created if the manager's email and a user with a matching email address are provided in the same document. 

Once you have completed the Excel document and uploaded it back to the platform, you can then choose to send the invites to the users now, or later. If you decide to send the invitations later, follow the instructions on sending invites manually. 

If your user list or Custom Attributes change, follow the steps above to update your user information. 

If you notice that there are some users who were part of the excel, but their profile didn't get created in the Leapsome platform, please reach out to support for further troubleshooting.

Option 3: Creating users from an email list

To create your user accounts, simply provide a comma-separated list of your users’ emails (e.g., 'user1@leapsome.com, user2@leapsome.com, ...’). You can customize an invite message or decide to create users first and send invites later.

If you notice that while you are adding a user email, you click on confirm and the pop-up closes, but when you go to Settings > Users and Teams, the user profile is not being created in Leapsome, please reach out to support for further troubleshooting.

Option 4: Gmail & domain white-listing

If your team uses Gmail internally, you can also enable domain-based sign-on (allowing all users from your domain to join your team without any invite). Please get in touch with our support team using this contact form, to set this up.

Send invites manually

Once user accounts are created, all you need to do is to 'invite' them. If you decided to send invites later, you will need manually send the invitation link after the user's account creation. The invitation link will then be sent to the user's email address. To invite a user, just navigate to Settings > Users & Teams, find the person in the user list and click 'Send invite.' You can also send invites in bulk to e.g. a full team, by navigating to Settings > Users & Teams > Actions > Send invites.

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