Adding someone and inviting them are two steps. Adding someone sends nothing until you choose to invite them. The invitation is what lets each person sign in, read Our AI policies, answer pulses in their AI Adoption Portal and install the browser extension, which is highly recommended.
Before you inviteLink to this section
Your own email address needs to be confirmed. Invitations go out in your organisation's name to addresses you choose, so we confirm the sender first. If yours isn't confirmed yet, a banner at the top of the page sends you a code, and it takes about a minute. If you joined by accepting an invitation, this is already done. See Why do I need to confirm my email before inviting people? for the reasoning.
Two more things help:
- Your groups are created. If you want people in teams (Marketing, Engineering and so on), set the groups up on the Groups page first, so you can add people to them as you go.
- Your AI tools are added. Each tool is assigned to the groups or people who use it from its own page under Governance → AI tools, and that decides who is asked about it.
Add peopleLink to this section
Go to People → All people and choose Add people, then A file or Add a person.
A fileLink to this section
- Download the template. One row per person: name, email, groups and role.
- Fill it in, or use an export from your HR, payroll or directory system as it comes. Separate several groups in one cell with a semicolon.
- Import the file. You match the columns, then see any problems (a duplicate email, an unknown role) before anyone is added.
Add a personLink to this section
Fill in:
- Name: shown in the invitation email's greeting
- Email: their work email, which they sign in with
- Role: Admin, Senior Leader, Group Leader or Member. Most of your team will be Members; see What each role can do
- Groups (optional): tick any groups they belong to
- Invitation: Send later or Send now
Then choose Add, or Add and invite if you chose Send now.
To make someone an Owner, an Owner opens their record on All people and chooses Make an Owner.
Send the invitationsLink to this section
On All people, choose Invite on someone's row. You can send the email, or copy the link and share it yourself. To invite several people at once, tick them and choose Send invitations (the button shows how many, such as Send 12 invitations).
The person gets an email titled with your organisation's name, such as "Northwind Partners: your account on The GAiGE", with a link that:
- Lets them set up their account (a password, or signing in with Google or Microsoft)
- Takes them through a short welcome
- Once the organisation has started rolling the extension out, shows them how to add it to Chrome or Edge (highly recommended)
The link works for 7 days.
What the invitee seesLink to this section
When they open the invitation they see:
- A short page that names your organisation, such as "You're invited to Northwind Partners", with the role they've been invited as
- A sign-up form (email and password, or Google or Microsoft)
- A welcome tour for their role. Once the organisation has started rolling the extension out, the Member and Group Leader tours end with how to get it.
- The Chrome Web Store or Microsoft Edge Add-ons page for the extension, once the rollout has started
- Their AI Adoption Portal, for Members: anything waiting on them, and a summary of Our AI policies. Owners, Admins and leaders open on the Dashboard instead.
Who has joinedLink to this section
On All people, each person shows as:
- Added: on file, not emailed yet
- Invited: emailed, not signed in yet
- Active: signed in
- Deactivated: can't sign in, use the extension or answer pulses, and no longer counts in response rates. Their answers stay.
The Extension column shows whether each person has installed the browser extension.
Invite againLink to this section
If someone says "I never got the email", ask them to check their spam first. After that, or once the link's 7 days are up, choose Invite again on their row. It sends a fresh email, and the link in the earlier email keeps working until it expires.
If someone shouldn't joinLink to this section
Deactivate them on All people. Any invitation they haven't accepted expires, and they stop counting towards your plan: straight away on a trial, and from your next billing day on a paid plan. If they've left the organisation, deactivate them the same way.
How people count towards your planLink to this section
Everyone on file who isn't deactivated counts, whether they've signed in or not.
- On a trial, up to 200 people. If you add more, choose Continue the trial, and the people over the limit are deactivated until you pay, or Upgrade now (Owners) to activate everyone once you've paid.
- On Standard or Pro, prices go in bands of people. If adding people takes your organisation over its band, People warns you first, and How billing works explains what happens next.
- On a partner's complimentary Pro account, up to 30 people.
Rolling out to a lot of peopleLink to this section
If you're inviting more than 30 people at once:
- Invite one team at a time. Check in with each Group Leader a week later about installs. It keeps the questions coming in at a pace you can answer.
- Send a one-line heads-up first ("You'll get an invitation from The GAiGE in the next hour; please install the extension when it arrives"), so people recognise the email.
- For organisations on Google Workspace or with device management, consider installing the extension for everyone, so it's one fewer step for each person.
See Rolling out the extension to your team for the detail.
What if someone changes email?Link to this section
It's best if they accept the invitation from the address they were invited with, then change their email in their own settings afterwards. That keeps their record and all their answers together. If they sign up with a different address, it creates a separate person, and you can deactivate the duplicate.
What the invitation says about privacyLink to this section
The invitation is the first thing someone new reads from The GAiGE. When your organisation has a scheduled pulse running, a Member's invitation says that each pulse tells them on its first screen whether their answers are anonymous or identifiable (more detail). If you write to your team about it, say the same thing the invitation says.
Something missing or out of date here? Tell us.