Invite Your Users: Enhance Your Promotional Strategy

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Invite Users to download your guide via Builder's Users and Groups feature!

Note: Your guide must be published before you can invite Users to download.

In this article, we will cover:


Users & Privacy Review

If your guide's privacy is set to Public or Passphrase, the Users tab will show Users who have been created or invited through Builder and/or downloaded your guide and logged in.

If your guide's privacy is set to Invite-Only, the Users you invite are the only people who will be able to access your guide. They must log in with the email to which they received the invitation in order to see the guide.  

Note: Please decide the privacy setting for your guide before inviting Users. We recommend you do NOT change your privacy setting after you have started sending invitations. This will ensure a smoother promotion and launch for you and your Users! 


Invite Users Manually

In Builder, open the guide you are working on. From the guide dashboard, click on the "Users and Groups" tab.

You will arrive at the Users tab. Click on "Invite".

On the left side of the Invite screen, you will see the option to manually invite Users one by one. 

Provide the First Name, Last Name, and Email Address for the User you would like to invite.

Then click "Save" or "Send invitation".

Manual_invite.gif

 

If you have the toggle button set to "Send invite email now" it will invite the user immediately (if the guide is published). If the guide is not published, you will create the User and be able to invite them once you publish the guide. 

  • If the User already has a Guidebook account, the User will receive an email telling them to download your guide and then log in to their existing account.

  • If the User does not already have a Builder account, they will receive a temporary password. They will need to download your guide and log in with that temporary password. They will be prompted to set their own password after they input the temporary one provided.

Click here to see what The Invitation Emails will look like.

 


Import a User Template

In Builder, open the guide you are working on. From the guide dashboard, click on the "Users and Groups" tab.

You will arrive at the Users tab. Click on "CSV/Excel Import".

In the middle of the Invite screen, you will see a button to "Select file" within the Upload completed template box. 

Please click on the "Attendee_Import.csv" at the top right to download the User invitation template spreadsheet.

  • Builder requires this specific template spreadsheet; Builder cannot read any other spreadsheets here.
  • Do not change anything in Row 1 in the template spreadsheet. If the column headers are changed, Builder may give you an error as it will not be able to read the spreadsheet properly. 

Provide the Email Address (required), and a Group name if desired. 

The Email Address is the only required component. If you'd like to create a Group or add a user to an existing Group or Groups, simply add the name in Column B. 

When the User first logs in, they will be prompted to complete their profile information (First Name, Last Name, Title, Company, and any contact details they'd like to add. 

Save this document, and then import it into Builder via the Users tab.

 import.gif

 

 

When you click "Import", Builder will process the template document. It will also send invitation emails to your Users if you enable this option upon upload. Once the import is complete, refresh your page to see the added Users. 

  • If the User already has a Guidebook account, the User will receive an email telling them to download your guide and then log in to their existing account.

  • If the User does not already have a Builder account, they will receive a temporary password. They will need to download your guide and log in with that temporary password. They will be prompted to set their own password after they input the temporary one provided.

Visit the next section to see what The Invitation Emails look like. 

Note: If you need to invite more than 1000 Users to your guide, please import Users in batches of 1,000 or less. At this time, you cannot have more than 1,000 Users in a single Attendee Import.  


The Invitation Emails

The invitation email will look different depending on

  • The privacy setting of the guide
  • Whether the guide is attached to the Guidebook app or a Branded app
  • If the User's email has been used with Guidebook before or if it's a brand new account
  • Whether the guide builder adds custom text or not

Pro Tip: Sending an email to your users explaining next steps before sending Builder invitations can help with promotion. We recommend informing your users to expect an automated Builder email from invitations@guidebook.com so they keep an eye out for it! 

 

Invitation Email: Public Guide, New User

If the invited User does not already have a Builder account, they will receive a temporary password. The User can download the guide and log in using that password. Capitalization matters! The User will be prompted to set their own password after entering the temporary one provided.

New_user_Public.png

Invitation Email: Public Guide, Existing User 

If the invited User already has a Guidebook account, the User will receive an email telling them to download your guide and then log in to their existing account.

Public_existing.png

 

Invitation Email: Passphrase Guide, New User

Invitations for Passphrase guides will include the passphrase. If the account is brand new, the User will be given a temporary password to log in for the first time. 

Passphrase_new.png

 

Invitation Email: Invite-only Guide, New User

Invite-only guides for new users will provide them with a temporary password with which they can log in. When they enter the email and temporary password, they will be prompted to set their own unique password. Only invited users that log in to their account are able to see an Invite-only guide. 

Invite_only_new.png

 

 

Don't forget to visit this Users and Groups overview page for a few more glimpses into the end-users view! 


Notes

The invitation emails cannot be previewed or edited at this time. Please review the examples above to see what the invitation emails will say (with your guide information and the invited User's email address). If you'd like, invite yourself or a colleague to download first so you can see how the invitation looks.

Instant Invitation

As soon as you click "Send" or "Import", Builder will begin sending invitations to your Users. If your User invitation template contains numerous Users, Builder may take a few minutes to finish processing each invitation request. The invitations are sent as soon as possible.

Troubleshooting

If you are uploading a template of Users to invite and are having trouble, check your email to see if there is an error report. If you need additional help, please reach out to us at support@guidebook.com with a description of the issue, the name of your guide, and the template you are trying to upload as an attachment. We're happy to help! 


For any additional assistance, send us a note at support@guidebook.com!

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