Inviting New Users

You can invite new users to your workspace in one of two ways: either by adding them one-by-one, or by displaying a signup code on-screen during a training workshop.

Inviting individual users

Start by clicking on the Users item in the left-hand sidebar:

This will take you to the User list page. Click on the Invite users button and select Invite a single user from the dropdown menu:

This will take you to a Invite a User page where you can enter the details of the new user:

Enter the user’s personal details

Start by entering the recipient’s name and email. They will be able to change these details when they accept the invitation and later on their My Account page.

Select roles

Next, select the roles that you would like to grant the user. See our detailed help page on roles and permissions for more information on what each role does.

Here are some rules of thumb to bear in mind:

  • Make sure you have selected Active user. Without this role, the user won’t be able to log in.
  • Be very careful about selecting User admin. This role allows the user to view and modify other peoples’ personal data, so be selective when granting it.
  • Make sure you have selected Survey viewer, Surveyor, or Survey admin for at least one survey. Otherwise the user won’t be able to see/edit any survey data when they log in (however, they will be able to see most maps regardless of these settings).

Send the invitation

When you’re done selecting roles, click the Send Invitation button to send an invitation email to the user. The email contains links that the user can click to accept or decline the invitation. Cartographer will help them create their account if they don’t already have one, and will automatically set them up with the roles you selected.

Bulk workshop invitations

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What Does an Invitation Look Like?

When you invite a new user, Cartographer sends them an invitation email similar to the following:

Hi Alice,

Dave Gurnell has invited you to join the Cartographer Demo workspace on Cartographer. This invitation will allow you to:

- Log in to the Cartographer Demo workspace
- View, contribute and download Water Quality surveys

Please click the following link to accept the invitation:

Once you have accepted the invitation, you can log in here:

If you have any questions about this invitation or you believe you have received it in error, please disregard it or let us know by replying to this email.

Best regards,
The Cartographer Team

The recipient can accept the invitation by clicking the first of the two links. What happens next depends on whether they are already a Cartographer user:

If the recipient already has a Cartographer account…

They will be asked to log in, after which they will immediately be able to access your workspace and use the new roles you granted them.

If the recipient does not have a Cartographer account…

If the recipient doesn’t yet have a Cartographer account, they will be asked to sign up for an account. They will be asked to choose a screen name, set a password, and accept the terms and conditions. When they click Sign Up, they will be immediately taken to your workspace where they can start using their new account: