With External User Manager, your enterprise is essentially split into three groups: Requesters, Guests, and Approvers.
Requesters - Submit a request to invite a guest into a specific Space. Depending on how the onboarding process is set up, they might have to fill certain Metafields before actually submitting the request.
Guests - Go through the Onboarding process to receive the right to join a particular space. They might have to fill a variety of Metafields, read documents, or watch a video, before providing a signature or checkbox approval. The number of steps will depend on your Onboarding setup.
Approvers - Go through these requests and decide whether or not the guest actually gets accepted into the organization. They're able to view and export all information provided by both the requester and the guest, including Metafields and signed documents.
Let's go through the Request Submission, Approval, and Onboarding processes together to fully understand how this dynamic works in real-world scenarios.
📥 Requester
As an average employee, whenever you decide that you need to add an external collaborator to your Space, you'll need to submit a Request for it.
Navigate to Requests > Add a request in External User Manager to get started.
Fill in the Mail field with the email address of the Guest you're trying to invite.
Complete any Metadata fields specified by the admin.
Select the Spaces that you'd like your future guest to have access to.
Leave a comment with any relevant information that could aid the Approval decision.
Once the Requester sends their Guest's email and additional information, the Approver(s) will decide whether or not to actually grant the Guest access.
✅ Approver
The Requests tab will display Open Requests, Pending Access Reviews, and Approved / Rejected Users.
Different views will display different amounts of information about a given Request. Switching to Card View will provide you with the most information at the expense of the number of Requests displayed on screen at one time.
Experiment and select whichever view suits your needs most before proceeding.
The Approver gets to decide which Guests actually make it into the requested Spaces and which ones get rejected. Navigate to Requests > Open to view all active Guest Requests.
Click on the checkmark icon under the Approval section of the list.
You'll be presented with a detailed view of all the information related to the Guest, including the invitee's email, the Spaces they're getting invited to, the identity of the Requester, and any Metafields that they've filled.
You can also leave a Comment with any additional information that might be deemed relevant before clicking Approve to allow the Guest access.
💡 Depending on your Onboarding Configuration, the guest themselves might also need to fill in Metafields, sign or checkmark a document, or watch a video before proceeding.
👤 Guest
Once the Admin approves the Guest request, the Guest in question receives an onboarding email informing them of the Team/Group that they're being invited into.
Here's how the process looks from their perspective:
Start by entering the 6-digit Verification Code you've received by email.
Click on CONTINUE.
Fill out any Metafields that might be presented to you.
View any Media and click the checkbox to verify that you agree to its terms.
Sign the documents and click Sign.
Click Go To Team to navigate to the Team you've been invited to.
⛑️ Need more help?
Get further assistance with Teams Manager through our support chat widget within the app, or reach out to us at [email protected]