User Invites and Management

Huddle's user management system allows account administrators to invite team members, manage permissions, and control access to your Smartsheet assets. This guide covers the complete user lifecycle from invitation to removal.

User Roles and Permissions

Understanding user roles is crucial for maintaining proper access control in your Huddle account.

Inviting Users

Send Individual Invitations

1. Navigate to Account Settings > Team
2. Click "Invite User"
3. Enter the user's email address
4. Select initial permissions (can be modified later)
5. Add an optional welcome message
6. Click "Send Invitation"

Bulk Invitations

For inviting multiple users at once:

1. Click "Bulk Invite"
2. Enter multiple email addresses (comma-separated or one per line)
3. Set default permissions for all invitees
4. Review and confirm the list
5. Send all invitations at once

Managing Account Seats

Monitor and manage your user seats effectively to ensure optimal team access.

Seat Allocation by Plan

Your account has a limited number of seats based on your subscription:

• Starter: 5 seats
• Professional: 25 seats
• Enterprise: Unlimited seats

Monitor seat usage in the Account Overview dashboard to ensure you have capacity for new team members.

User Permissions

Huddle-Level Permissions

When users create or are added to huddles, they can have different permission levels:

Connection Permissions

Control how users access Smartsheet connections:

• Personal Connections - Users create their own connections, subject to per-user limits
• Shared Connections - Account-level connections available to permitted users

Managing Existing Users

Modify User Permissions

1. Click on a user's name in the Team settings
2. Adjust their account role, feature access, and connection limits
3. Save changes to apply immediately

Set Custom Connection Limits

Override default connection limits for specific users:

1. Select the user in Team settings
2. Click "Connection Settings"
3. Enable "Override Default Limit"
4. Set a custom limit value
5. Save changes

Removing Users

Remove a User

1. Navigate to the user in Team settings
2. Click "Remove User"
3. Choose removal options:
   • Transfer owned huddles to another user
   • Reassign shared connections
   • Archive user data for compliance
4. Confirm removal

What Happens When Users Are Removed

Understanding the impact of user removal helps maintain data continuity:

• Owned Huddles - Can be transferred to another user or remain orphaned for admin claiming
• Shared Huddles - User loses access immediately, but their contributions remain
• Connections - Personal connections are deactivated; shared connections remain unaffected
• Data and History - All user activity is preserved in audit logs with proper attribution

Best Practices

Onboarding New Users

1. Prepare Resources - Create welcome documentation and set up initial huddles
2. Configure Access - Set appropriate permissions and assign to relevant huddles
3. Follow Up - Monitor acceptance status and provide support during first login

Regular User Audits

Perform monthly reviews to:

• Check for inactive users
• Review permission levels
• Validate connection usage
• Remove unnecessary access