Invite an ambassador, admin or prospect by email, and know what they see next.
Bringing people onto your platform starts here. Every user is either invited by an admin or, in the case of prospects, signs up through your website. This article covers sending an invitation. For what each role can do, see User Roles and Permissions.
Before you start
- You need an admin account.
- Have the person's email address and full name. Each email address can hold one Tribe account, so check it isn't already in use — see Troubleshooting below.
✉️ How to send an invitation
- Click Invite user in the top bar of your dashboard. The Invite a user window opens on the Single invite tab.
- Under Type, choose Ambassador, Prospect or Admin. Ambassador is preselected.
- Enter the person's Email, First name and Last name.
- Click Send invite.
Tribe emails the person an activation link straight away. The email states that by activating they agree to Tribe's Terms of Service and Privacy Policy, and to your institution's privacy policy if one is set.
⚙️ Optional fields, depending on your platform
Two extra fields appear in the Invite user dialog only when your platform has the corresponding feature enabled. If you don't see them and want them, contact your Account Manager.
Language
Shown when your platform runs in more than one language. Under Language, choose the language for the person's invitation email; it also becomes the default language of their profile. They can change it themselves later.
Ambassador sub-role
Shown when your platform has ambassador sub-roles set up — for example Student, Staff and Alumni profiles. When you choose Ambassador under Type, a Sub-role field appears below it.
A sub-role can't be changed after the invitation is sent. Check it before you click Send invite — an ambassador invited with the wrong sub-role has to be deleted and re-invited.
What happens next for the invitee
- They open the activation link in the email.
- They see Account activated and click Continue. They're signed in straight away — there's no password to set and no code to enter.
- They land on Chats. On later visits they sign in with an email code; setting a password is optional and can be done under Account on their profile.
Ambassadors and admins are then taken through a short first-login setup of their profile. New ambassador profiles start hidden until you make them visible — see Managing Ambassadors.
If an invitee opens an activation link that has already been used, they're sent to the login page instead of an error.
📥 Inviting many ambassadors at once
The Upload file tab invites a whole group of ambassadors from one CSV file.
- Click Invite user and open the Upload file tab.
- Click Download template and fill in one row per ambassador: email, first name and last name. If Sub-role and Language are enabled, also fill those in.
- Drop the file on Drop your CSV here, or click Choose file.
- Check the preview. Every row is checked before anything is sent, and rows that can't be invited — for example an address that already has an account — are listed with the reason.
- Send the invites.
A file can hold up to 200 rows. This tab is for ambassadors only; invite admins and prospects one at a time.
Troubleshooting
"This email is already in use." Each email address is linked to one Tribe identity. A staff member who needs both an admin and an ambassador profile needs two different email addresses. If someone needs an existing account cleared, contact support.
The invitation didn't arrive. Ask them to check spam and promotions folders; it normally lands within a couple of minutes. If they still can't find it, re-send the invitation from Invite user. They can also go to app.tribeadmissions.com and sign in with an email code using the invited address, which activates the account. See An Invitation Didn't Arrive for the full checklist.
🔗 Related articles
💡 Still have questions?
We're always happy to help. Email us at support@tribeadmissions.com and we'll get you sorted. 🙂
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