We recently redesigned the process for adding users to your account. As a result, some of you will see the legacy method for adding users and some will see the new 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 your Account Name (located at the bottom of the left navigation sidebar) and select Plan. (If you don’t see this option, click the button in the left navigation sidebar and select Plan.)

This article includes:

• How do I get to the Users page?
• How do I add users? (legacy)
• How do I add users? (new)
• 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.

Most accounts get to the Users page by clicking Users in the left navigation sidebar. If you don’t see that option, click the button in the left navigation sidebar and select Users.

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:

1. On the Users page, click the Add a User button.
2. 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.
3. Enter the new user’s Email address.
4. Optionally, under Membership, select the group or groups to which you want to add the user.
5. 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.
6. 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:

1. In the left navigation sidebar, click the + button beside Users.
2. 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.
3. 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.
4. Click Invite.

How do I add users? (new)

Do you see Users in the left navigation sidebar? If the answer is no, then you're using the new design. In the new design, you click the button in the left navigation sidebar and select Users to get to the Users page.

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. You can also add users to groups from that page (or from the Groups page). By default, all invited users are added to the Default group. Note: In older accounts, this group is called the Trial Users group.

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

To invite users:

1. Click the button in the left navigation sidebar and select Users.
2. On the Users page, click the Invite users button.
3. Enter the email address for a person you want to invite to your account and click the + button.
4. Continue entering people’s email addresses, clicking the + button for each one.
5. When you’re done adding email addresses to the list, for each address, click the drop-down arrow under Klips and select a role for the user (either Viewer or Editor).
6. When you’re finished adding users to the invite list, click Send invitations.

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:

1. On the Users page, select a user.
2. 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 expired trial that they don't need, they can delete the Klipfolio account that is tied to that email address.
• If the user has an active trial that they don't need, they can delete the trial.
• 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

• User roles and access permissions (legacy)
• User roles and access permissions (new)
• Checklist for adding new users
• Creating groups
• Deleting users