We've redesigned the process for adding users to your account. As a result, some of you will see the new method for adding users and some will see the legacy method for inviting users.

Users who are invited to your account will receive an email that prompts them to create a password and log in. They can either enter their name and password manually or sign up with their Google account. Learn more about Klipfolio sign-in options.

If you want to see how many users your current plan includes, click the button in the left navigation sidebar and select Plan. (If you don't see this option click your Account Name (located at the bottom of the left navigation sidebar) and select Plan.)

This article includes:

How do I get to the Users page?
How do I add users? (new)
How do I add users? (legacy)
How do I send a new invite or password link?
What if the email address is already in use?

How do I get to the Users page?

You add users (and configure user settings) from the Users page. Note that in legacy accounts, this page is called All Users.

To open the Users page, either click Users in the left navigation sidebar, or, if you don’t see that option, click the button in the left navigation sidebar and select Users.

How do I add users? (new)

Note: If you don’t see Users in the left navigation sidebar, then you're using the new design.

When inviting users to your account, you assign each user to either an Editor or a Viewer role. If you decide to change permissions for a user or to assign them to an Administrator or custom role, you can do that later from their individual user details page.

When inviting users, you can also, optionally, add them to a group. You can also add users to groups later from the Groups page in the Admin section of the UI.

There are two groups included in your account: All Users and Default. Every user in your account is automatically added to the All Users group. Note that you can’t manually add users to or remove them from this group. When you invite new users to your account, you can optionally add them to the Default group (or any group you’ve already created for your account). Note that for older accounts, this group is called Trial Users.

You can either invite a single user or multiple users (one at a time as a list).

To invite users (and, optionally, update their role and add them to a group):

Click the button in the left navigation sidebar and select Users.
On the Users page, click the Invite users button.
Enter the email address for a person you want to invite to your account and click the + button.
Continue entering people’s email addresses, clicking the + button for each one.
When you’re done adding email addresses to the list, for each address:
- Click the drop-down arrow under Klips and PowerMetrics and, optionally, select a different role for the user (either Viewer or Editor).
  Note: You can select different roles for a user for each product or prevent their access to a product by clicking No access.
- Click the drop-down arrow under Group and, optionally, select a group to add the user to.
  Note: The Default group comes in handy if you haven’t added groups to your account yet. After adding users to this group, you can, optionally, change its name to something more meaningful in the Group settings area of the Admin UI. (Click the button in the left navigation sidebar and select Account. In the left sidebar, select Groups > Select the Default group > at About this group, click Edit > at Name, enter a new name > Click Save.)
When you’re finished adding users to the invite list, click Send invitations.

How do I add users? (legacy)

Do you see Users in the left navigation sidebar? If the answer is yes, then you’re using our legacy design.

When adding a new user, you assign the user to a role (or roles) and, optionally, add them to a group (or groups).

Notes:

Klips includes the default roles of Admin, Editor, and View-Only. (In some Klips accounts, these built-in roles are called Account Administrator, Klips Editor, and Klips Viewer.)
If you want to assign a custom role to any of your users, we recommend creating the custom role first so it's available to select as you create your users. For more information, see adding custom roles.

Option 1: Adding single users (legacy)

When you add new users (one at a time) from the Users page, you can also assign them to a role or roles and (optionally) add them to groups.

To add a single user:

On the Users page, click the Add a User button.
Optionally, enter the new user’s First Name and Last Name.
Note: If you don’t enter a first and last name, the new user is created with the default name Last, First. When the user accepts their invitation, the first and last name they enter will overwrite these default names.
Enter the new user’s Email address.
Optionally, under Membership, select the group or groups to which you want to add the user.
Under Roles, assign the user to either a built-in role or a custom role.
Note: The default Admin role gives the user access to all information associated with your account, regardless of group membership.
Click Save.

Option 2: Adding single or multiple users (legacy)

When you add users from the left navigation sidebar, you can add one or more users and assign them to a role or roles. However, unlike Option 1, you cannot add users to groups from here. If you want to add new users to groups, you can use Option 2 to complete the invite process, and then navigate to Users > Groups or, if you don’t see that option, click the button, select Account and, then, on the left, click Groups.

Note: This method of adding users only applies if Users + displays in the left navigation sidebar.

To add one or more users:

In the left navigation sidebar, click the + button beside Users.
In the Invite users to your account page, type or paste one or more email addresses into the Email address(es) text box. Separate addresses by using the enter key, commas, semicolons, or spaces.
Note: Users are created with the default name Last, First. When the user accepts their invitation, the first and last name they enter will overwrite these default names.
Select a built-in role for the user or click Show custom roles and select a custom role from the drop-down.
Note: The default Admin role gives the user access to all information associated with your account, regardless of group membership.
Click Invite.

How do I send a new invite or password link?

If there are issues with the invitation, for example, if it was deleted by accident or it expired (email invites are only valid for 48 hours from the time they’re sent) the account administrator can send the user a new invite link, or a new password link, or resend the email invitation.

To generate a new invite, or password link, or resend an email invitation:

On the Users page, select a user.
From the User's details page, click Resend Invite, or Get New Invite Link, or New Password Link.

If you choose “Get New Invite Link” or “New Password Link”, a unique URL is generated. When clicked the user is prompted to create a password and is automatically logged into the account.

What if the email address is already in use?

When adding users, you may get a message that says the email address you entered is “already in use”. (Note that email addresses must be unique to Klipfolio.)

Here are some reasons why the email address could already be in use:

Your colleague has an active trial.
Your colleague has an expired trial.
Your colleague was added to a different account/company.

Here are some solutions:

If the user has an active trial that they don't need, they can delete the trial. Note: To add the user to your company account, you need to contact Klipfolio Support.
If the user has an expired trial that they don't need, they can delete the Klipfolio account that is tied to that email address. Note: To add the user to your company account, you need to contact Klipfolio Support.
If they need to use the current email address for another Klipfolio account, ask them for a different email address.
If your colleague doesn't know if they have an existing account, contact Klipfolio Support.

Learn more