How to invite users

Inviting users is the final step in getting your teams into Kudos. Whether you’re launching for the first time or bringing on new team members, sending the welcome invite email ensures each person knows how to sign in and start engaging.

You can send invites at the same time as adding users to Kudos, or you can send invites later on, individually and in bulk. If someone needs a reminder, resending the welcome email can also be done individually and in bulk.

Need a refresher on how to add users to the platform? Check out these helpful articles:

• How to Add users to Kudos
• How to import and manage users with an HRIS integration
• How to import and manage users with a CSV file
• How to import and manage users with a File Transfer Protocol (FTP)

• During your initial Kudos rollout, after importing and syncing your user data
• When onboarding new hires
• To resend a welcome email to someone who missed the original one

Sending invites when Adding users to Kudos

If you import employee records via an HRIS integration, you'll first need to add the employee records to Kudos:

1. Go to the Admin menu > User management > HRIS integration > Employee records
2. Search for the employee record
3. Click + Add to Kudos in the Kudos status column

OR

1. Use the Kudos status filter to find all employee records set to Not added
2. Select the appropriate employee record(s)
3. Click the Add to Kudos option at the top of the table
4. Confirm the list of records and emails to be added
5. Check the Send invite email box and click Add users
   • For each employee record added, a user record will be created under Users & teams > Users, and a welcome email will be sent with an activation link valid for 14 days

Sending invites to users already added to Kudos

If you import user records manually, with a CSV file or via FTP, or previously added your HRIS employee records to Kudos without inviting them:

1. Go to the Admin menu > User management > Users & teams
2. Under Users, search for the individual user
3. Click the three-dot menu at the far right
4. Select Send invite email

OR

1. Use the User status filter to find all user records set to Account created
2. Select the appropriate user record(s)
3. Click the Send invite email option at the top of the table
4. Each user will be sent a welcome email with an activation link valid for 14 days and become eligible to receive all Kudos email notifications, such as recognition received, endorsements, announcements, etc.

Resending an invite email

If a user has misplaced their invite email or the link has expired, you can resend it as often as needed:

1. Go to the Admin menu > User management > Users & teams
2. Under Users, search for the individual user
3. Click the three-dot menu at the far right
4. Select Send invite email

OR

1. Use the User status filter to find all user records set to Invitation sent
2. Select the appropriate user record(s)
3. Click the Send invite email option at the top of the table
4. User(s) will be sent a new email with a new activation link valid for 14 days

• Filter the Users table by user status to "Invitation sent" to find users who haven’t activated their account yet and send them a reminder
• There’s no limit to how often you can resend the welcome email, use it to make sure everyone gets connected

Q: Does the activation link in the invitation email expire at all?
A: Yes. The activation link in the invitation email is valid for 14 days, after which time a new welcome email needs to be sent with a new activation link.

Q: What happens if someone loses their invitation email?
A: Admins can resend it anytime from the User table, there is no limit to how many times a user can be invited to Kudos.

Q: Do I have to send invitation emails if our Kudos access is managed via SSO?
A: Yes. Users will need an invitation email to access your Kudos login page and from there, be prompted to login via SSO.

Q: Can users activate their accounts without an invitation email?
A: Yes, as long as they have a valid email address (linked to a user record that is not archived). If a user receives any email notification, like recognition received or an announcement, they will be taken to the login page, where they can use the reset password option to activate their account. 

Problem: Some users haven't activated their accounts

• Check that users are in fact receiving their welcome emails
• Resend their welcome email (see above in Step-by-Step instructions)
• Create a reminder announcement  to keep the Kudos launch front of mind

Problem: User didn’t receive the welcome email

• Ask the user to check their spam, junk, or promotions folder
• Confirm their email is correct in their user profile
• Ensure your organization has whitelisted emails from Kudos (contact Support for domain details)
• Resend the invite using the Resend welcome email option