How do I invite a staff member to use a product?

Awards and Activities, Comms Hub, Events, MIS, Portal, Sonar Tracker, Juniper Websites

Overview

This article explains how to invite a staff member to use a product / app on the JoinUp platform by sending them an invitation to register through Portal. 

You must invite staff members to use each product separately.

When granting a single user access to multiple products, add them to each product individually, as roles may differ, by repeating the steps outlined below. 

You can add multiple users in bulk if you want to allocate them the same role for a product.

When you invite a new user, they get access to Portal automatically. If they also have access to Sonar Tracker or SISRA Analytics, they also get access to Intelligence automatically. Their role in each product depends on their existing role, as follows:

  • Portal role - this matches the invited user's highest role across all their subscribed products. It defaults to Minimal Edit, unless they are an Account Admin or Account Owner in another product. For existing users, Portal access is set to Account Owner or Account Admin if they already hold that role in another product.
  • Intelligence role – this depends on the invited user's role in Sonar Tracker or Sisra Analytics:
    • Any MIS role gives Intelligence Minimal Read-only.
    • Sonar Tracker account admin gives Intelligence Account Admin.
    • SISRA Analytics admin gives Intelligence Account Admin.
    • SISRA Analytics user gives Intelligence Minimal Read-only.

This article assumes your staff members have been automatically imported into Portal from your school's MIS using Wonde (or similar), or that your school uses Juniper MIS. 

Prerequisites

  • You must be an administrator.
  • The member of staff must have been added to your school's MIS (Juniper Education or third-party).
  • When using a third-party MIS, staff members' details must have been sent over to Portal from your school's MIS - new staff members are sent from your school's MIS to Portal overnight.

Instructions

To send an invite to one or more staff member(s) to use a product for a single role:

  1. Switch to Portal (for further information, see How do I switch between Juniper apps / products?).
  2. Select User Invitations:
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  3. Select Staff:
  4. From User Invitations - Staff tab, select Send Invitations.

  5. From Invite Users, select the Product that you want to invite the user(s) to use:

  6. Select the role that you want to assign to the user(s) from Select User Role:

    If you have selected an Account Admin / Account Owner role, the user is automatically granted the same level of access in Portal.

  7. The Select Users pane updates to show a list of those staff members who are not currently users of the product you selected. Select one or more staff members to invite them:

  8. Select Send Invitations.

    To invite an individual to use multiple products or to invite other users to different roles for one product, repeat Steps 4 to 7 for each product or role.

Outcome

A message confirming an invitation has been created for the selected staff members is displayed:

An email is sent to the selected staff members:

  1. If they are a new user, the email will contain a link enabling them to accept the invitation online. 
  2. If they are an existing user of another Juniper system, they will receive an email explaining that they have access to a new product / app that will be made available to them next time they log in to Portal. 

If the staff member is a new user, they have 14 days to sign up after receiving their invitation from the Portal. If they do not register within this period, they will need to be invited again. See Portal: How do I re-invite a staff member to register? for further information.

Related information

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