Invite people to MuchSkills
- Who
- An Owner or Admin
- Where
- Team/Org › Members and Team/Org › Settings › Manage Members
- Ways in
- Email, invite link, CSV file, HR or identity sync
- Leavers
- Deactivated, never deleted, with an HR sync
There are four ways to bring people into MuchSkills: email invitations, an invite link, a file import and an HR or identity sync. This guide shows each one, which to choose, how to set roles afterwards and what happens when someone leaves.
How it works
| Way | Best for | Where |
|---|---|---|
| Email invitations | A few people, or your managers first | Invite on Team/Org › Members |
| Invite link | Up to 1,000 people, for example shared in an all-hands message | Invite on Team/Org › Members |
| CSV file | A pilot, or a one-off load while an integration is prepared | Team/Org › Settings › Manage Members |
| HR or identity sync | Everyone, kept up to date | Team/Org › Settings › Integrations, or SCIM from your identity provider |
People join with the Member role. You change roles afterwards in Manage Members:
| Role | What they can do |
|---|---|
| Owner | Everything, including deleting the whole workspace |
| Admin | All administration and settings, but cannot delete the workspace |
| Analyst | Sees all data, including full access to Reports, but no settings |
| Member | Sees their own views. A manager also sees their direct reports in My Circle and in reports |
Before you start
- Role: Owner or Admin.
- Set up the basics first. Your skills taxonomy, roles and departments should be in place before people arrive. See Build your skills taxonomy.
- Tell people. Let everyone know what MuchSkills is and why it matters before invitations arrive.
- Invite managers first. Give them about a week to create detailed profiles before you invite their teams.
Steps
Invite by email
- Open Members. Go to Team/Org › Members and click Invite.
- Add the addresses. Paste or type email addresses into Emails, separated by commas. Up to 20 at a time.
- Click Send invite/s. Invitations sent confirms it. Click View Sent invites to see them under Pending Invites.
Invite with a link
- Open the invite window. Click Invite on Team/Org › Members.
- Create the link. Under Unique team invite link, click Create Invite Link. One link works for up to 1,000 people.
- Copy and share it. Click Copy URL and send the link through your own channels.
Import from a CSV file
- Open Manage Members. Go to Team/Org › Settings › Manage Members.
- Download the template. Click the three-dot menu next to the page controls and choose Download template. File import is available on request: ask support and we switch it on for your organisation. Import people from a file has the full guide.
- Fill it in. One person per row, with the columns First name, Last name, Email, Title, Direct report, Department, Location, Tags and Role. Put the manager's email address in Direct report; the manager must already be a member. Separate several tags with semicolons.
- Import it. In the same menu, choose Import Members from CSV file and select your file.
- Set the Admins. Open the Role menu on each Admin's row and choose Admin. Then reload the page to check it.
Department and Direct Manager in Manage Members.
Connect an HR or identity system
- Open Integrations. Go to Team/Org › Settings › Integrations.
- Connect your system. Follow the page for your system. Self-serve connectors have a form here; others are set up with us. See How HR integrations work.
- Choose who to sync and start. Where your connector offers it, pick departments or groups, then click Start Sync. Everyone in scope gets an invitation.
Set roles
- Open the Role menu. In Team/Org › Settings › Manage Members, click the role on a person's row.
- Choose the role. Pick Member, Analyst or Admin. The change saves at once.
Check it worked
- Team/Org › Members shows the people who joined under Internal, and people who haven't accepted yet under Pending Invites.
- People who accepted appear in Manage Members with their department, location and manager.
- After an HR sync, the connector shows Last successful sync and Next scheduled sync.
Important to know
Leavers are deactivated, never deleted. With an HR sync or SCIM, a person who leaves or falls out of the synced scope is deactivated at the next sync. They disappear from everyday views. Their project history and certificates stay on record, which matters for audits.
Joiners are invited automatically. With an HR sync, new starters get an invitation at the next sync after they appear in your HR system.
You can start with a file and move to a sync. People imported from a file keep their MuchSkills data when you switch on the integration later. Use the same email addresses in both.
Don't send email invitations before a file import. Invited people stay under Pending Invites until they accept. Import first, then let people sign in.
Single sign-on is separate. An HR sync brings people in; single sign-on lets them log in with their company account. See Enforce SSO and 2FA.
Tips
- Invite managers first, then everyone. Managers who have completed their own profiles can help their teams.
- Hold a short launch session. Show people how to create their profile, add skills and certificates and see their skill gap.
- Follow up. After the launch, check who has completed their profile and send a gentle reminder.
Troubleshooting
| What you see | Why | What to do |
|---|---|---|
| Incorrect email format | An address has a typo, or addresses are not separated by commas | Correct the address and separate addresses with commas |
| You have reached the maximum amount of pending invites. | Too many invitations are still waiting to be accepted | Use the invite link or a file import, or remove old invitations under Pending Invites |
| The invitation link is not valid | The link was regenerated or has expired | Copy the current link from the invite window and share it again |
| Oops! It looks like something went wrong uploading your .csv file | The file is not a CSV file or the columns don't match the template | Start from Download template, keep its header row and save as CSV |
| An Admin in the file arrived as a Member | Roles from the file may not be applied | Set the role in the Role menu and reload to check |
| There is no three-dot menu for importing | File import is available on request and is not switched on yet | Contact support and we switch it on |
| A person appears twice | They signed up with a different email address from the one in your HR system or file | Align the email address in your HR system or file, then contact support |
Frequently asked questions
Which way of inviting should we use?
An HR or identity sync for most organisations, because joiners and leavers then take care of themselves. Email invitations or a link suit a small team or a first group of managers. A file import suits a pilot while the integration is being prepared.
How many people can I invite at once?
Up to 20 email addresses per invitation. An invite link works for up to 1,000 people. For larger groups, use a file import or an HR sync.
Should we invite managers first?
Yes, we recommend it. Invite managers about a week before everyone else and ask them to complete their profiles. It makes it easier for their teams to choose them as manager, and detailed manager profiles inspire their teams.
Do people get an email when we start an HR sync?
Yes. Starting the sync invites everyone in scope to create their profile, and new starters are invited as they arrive. Tell people about MuchSkills before you start.
What happens when someone leaves?
With an HR sync or SCIM, a person who leaves is deactivated at the next sync. They disappear from everyday views, and their project history and certificates stay on record. Nothing is deleted.
How do I make someone an Admin?
In Team/Org › Settings › Manage Members, open the Role menu on their row and choose Admin. You can also choose Analyst for people who need to see all data and reports without changing settings.
Can we sync only some departments?
Yes. Most self-serve connectors let you choose departments or groups to sync, and custom set-ups are scoped in your HR system. You don't need everyone in MuchSkills from day one.
Someone says their invite link does not work.
The link was probably regenerated, which breaks the old one. Copy the current link from the invite window and send it again.