How to invite and manage Entity Admin users

The Entity Users tab is where you control who has access to your EngageRocket account. This article covers everything from sending your first invitation to managing existing users, including reassigning roles and removing access when needed.

Inviting users individually

1. Navigate to Entity Permissions from the top navigation bar and click on the 'Entity Users' tab.
2. Click the 'Invite Users' button.
3. In the pop-up window, enter the email address of the person you want to invite. You can add multiple email addresses at once.
4. Assign at least one role to each user before sending. The system will not allow you to send an invite without a role assigned.
5. Click 'Send Invite'. Each user will receive an email with a link to join the platform. The link is valid for 7 days.

💡 Good to know: The system automatically checks for invalid or duplicate email addresses and will prevent the invite from being sent if any are detected.

Inviting users in bulk

If you need to invite a large number of users at once, use the bulk import option.

1. Navigate to Entity Permissions > Bulk Actions > Import Users.
2. Download the import template.
3. Fill in the template: Email (Column A) and User Role 1 (Column B) are mandatory for every row. A user can have more than one role — list each additional role in a separate column (User Role 2, User Role 3, and so on).
4. Upload the completed template. Users will receive email invitations automatically.

💡 Roles update on re-import: If a user already exists in the platform and you include them in a bulk import, their roles will be updated based on the information in the file. Review carefully before uploading to avoid unintended changes.

Understanding user status

In the Entity Users tab, every user has a status that tells you where they are in the invitation process:

💡 Expired invitations: You can resend an invitation to anyone with an Expired status. This gives them a fresh 7-day window to accept. Find the user in the Entity Users tab and click 'Resend Invitation'.

Reassigning user roles

1. From the Entity Users tab, find the user whose roles you want to update.
2. Select the checkbox next to their name.
3. Click 'Re-assign user roles'.
4. Select or deselect the roles you want to assign or remove.
5. Click 'Re-assign User Role'. The change takes effect immediately.

Removing a user

To remove a user and revoke all their access, find them in the Entity Users tab and click 'Delete users'. You will be asked to type DELETE to confirm. Once confirmed, the user will immediately lose all access to your organisation's account.

⚠️ Please note: Deleting a user cannot be undone. If the person needs access again in the future, they will need to be re-invited as a new user.

Something not working?

• The system won't let me send an invite — Every user must be assigned at least one role before the invite can be sent. Add a role in the invite pop-up before clicking Send.
• A user's invitation has expired — Find them in the Entity Users tab (status: Expired) and click Resend Invitation to give them a fresh 7-day window.
• I accidentally deleted a user — Deleted users lose access immediately and cannot be restored. Re-invite them as a new user. Their previous activity history in the platform will not be recovered.
• A user says they are not receiving invitation emails — Ask them to check their spam or junk folder. See the Troubleshooting & FAQs article 'I am not receiving invitation or activation emails' for further steps.

Still Need Help?

If you are having trouble inviting or managing users, Reach out to us at support@engagerocket.co and we'll be happy to assist!