Manage Spaces Users and Invitations
This article includes certain sub-features that are not enabled by default and available on-demand, which are indicated within the article. To request early access, please submit a support ticket. If you choose not to access these features early, they will be available in your tenants automatically with the upcoming major release.
This article helps admins manage Spaces user invitations, permissions, and invitation history.
Overview
The Manage Spaces Users feature provides a centralized view to manage all users invited to Spaces across different layouts. You can track invitations, modify permissions, revoke access, and perform bulk actions efficiently.
Access Manage Spaces Users
To open the Manage Spaces Users page:
- Navigate to Administration > Spaces Configuration. The Spaces Configuration page opens in the Layouts tab.
- Click the three-horizontal dots menu in the top-right corner.
- Select Manage Spaces Users. A table appears displaying all invited users, regardless of whether they have accepted the invitation.
User Actions Available
In the Manage Spaces Users page, admins can perform both individual and bulk actions. The following actions are available:
| Action | Description |
|---|---|
| Change Permissions | Set a user's role to either Collaborate Only or Collaborate & Invite. |
| Revoke Access | Remove user access individually or in bulk. |
| Resend Invites | Trigger a new invitation with access to the full email customization flow. |
| View Associated Layouts | See which layout a user is linked to. |
Note: You can apply bulk actions by selecting multiple users or using column filters.
User Invitation Statuses
The following table describes the statuses you may see in the Manage Spaces Users table:
| Status | Description |
|---|---|
| Pending | Invitation sent but not yet accepted by the user. |
| Accepted | User has accessed the invite and logged in. |
| Revoked | Access has been manually removed by an admin or CSM. |
Column-Level Filters and Customizable Columns
The column-level filtering option allows you to narrow down specific data points without needing to configure broader filters. The following capabilities are available:
- Filters can be applied at the individual column level, allowing for more granular data exploration.
- Filter types differ by column based on the data type. For example, the Entity Name column supports filters like does not contain, while the Entity Type column offers filters relevant to that field.
- Admins can customize which columns are shown or hidden in the table. For example, if you do not need to view the Invitation Date and Time column, you can deselect the corresponding checkbox.
Set Expiry Period for Invitation Links
Admins and CSMs can set a custom expiry period for Space invitation links. Once the link expires, end users cannot use it to register or access Spaces.
When sending a Space invitation, select the expiry period from the Link expires in the dropdown list in the Invite to Spaces panel. The following options are available to both admins and CSMs:
- 7 Days
- 15 Days
- 30 Days
Invite Users in Bulk
Admins can invite multiple users at once by uploading a CSV file. This process is exclusive to admins and is not available to CSMs.
Upload a CSV File
To invite users in bulk:
- Navigate to Spaces Configuration > Manage Spaces Users.
- Click Invite Users.
- Upload a CSV file using the provided template.
Format the CSV File Correctly
The CSV file must include the following required columns:
| Column | Description |
|---|---|
| Entity Type | Enter company or relationship. |
| GSID | The corresponding Gainsight ID for the entity. |
| The user's email address. | |
| Permission Type | Enter collaborate only or collaborate and invite. |
A sample CSV file is provided. Replace the placeholder data with actual user information before upload.
Understand Processing Behavior
The system processes the CSV file based on the number of records:
- Fewer than 20 records: Processed synchronously, typically within seconds.
- 20 or more records: Processed asynchronously using a background job.
View Invitation History
Admins can review all bulk invitation attempts in the Invitation History section to monitor the status and outcome of each invitation job.
To view invitation history:
- On the Manage Spaces Users page, click the View Invitation History icon in the top-right corner. The Invitation History slide-out panel appears.
The Invitation History displays logs from bulk invitations only. Invitations sent individually do not appear here.
The following invitation status types are available:
| Status | Description |
|---|---|
| Success | All invitations in the batch succeeded. |
| Partial Success | Some invitations succeeded and some failed. An error log is available for download. |
| Failure | All invitations in the batch failed. |
| In Progress | The background job is currently processing. |
Logs are available for download and show detailed reasons for each record that failed.
Filter Invitation History
You can filter the invitation history records using the following criteria:
- Invited By
- Date Range
- Status Type (Success, Partial Success, Failure)
Customize Invitation Emails
Admins can tailor Spaces invitation emails to maintain consistent and personalized messaging across customer interactions.
Select Sender Email Address
When sending Space invitations, select the sender's email address from the From dropdown list. The list displays all email domains configured in your organization, with the default domain pre-selected. This option is available for both individual and bulk invites.
Spaces invites are sent from the email domain of the user who sends the invite. If that domain is not verified for sending emails, the invite could fail to reach the recipient. Ensure that the domain associated with the logged-in user's email address is verified and authenticated before sending invites.
Lock the Default Email Domain
You can lock the default email domain to prevent CSMs from selecting a different sender address when sending Space invitations. When locked, the From dropdown is not available to CSMs, and all invitations use the default domain.
To lock the default email domain:
- Navigate to Administration > Communication > Email Configuration.
- In the Domains which can be used while sending emails section, select the preferred domain from the Default domain (From) dropdown.
- Click the lock icon next to the dropdown.
- Click Save. The default domain is locked.
Send a Test Email
Admins and CSMs can send test emails before sending Space invitations to verify that the email content, formatting, and tokens appear correctly.
The Send a Test Email feature is available on-demand. To request early access, submit a support ticket.
To send a test email:
- In the Invite to Spaces slide-out panel, customize the invitation email as needed.
- In the Invite Message section, click Send Test Email.
- The logged-in user's email address is prepopulated by default. You can change it to any internal user's email address.
- Click Send Test Email. A test email is sent to the specified address.
For bulk invites, select a company or relationship to preview how tokens resolve in the email. This does not send an actual invitation or grant access to the selected company. This option is available to both Admins and CSMs.
Customize Invite Email Backgrounds
You can customize the background appearance of Spaces invitation emails to reflect your organization's brand. The following background customization options are available:
- Solid Color: Choose a single color to match your brand identity.
- Gradient Color: Apply a smooth gradient for a visually engaging email.
- Image Upload: Upload a custom image that appears behind the email content.
- Plain White: Retain the default plain background option.
The following additional options are available for managing invitation emails:
- Customize Email Backgrounds: Admins and CSMs can configure the background appearance of Spaces invitation emails to reflect your organization's brand.
- Resend Customized Emails: Admins can resend invite emails with customized content to users who may have missed the initial invite.
- Bulk Invite using CSV: Admins can upload a CSV file to invite multiple users at once. This process is exclusive to admins and is not available to CSMs.
Save Invite Email as a Template
You can save a customized invitation email as a template and reuse it for future invites.
To save the invite email as a template:
- In the Invite to Spaces slide-out panel, customize the invitation email as needed.
- In the Invite Message section, click the Save as Template icon. A confirmation tooltip appears..
The saved template is automatically populated the next time the invite page is opened.
The Save Invite Email as a Template option is available in the CSM invite workflow only.
Key Limits and Limitations
Review the following limits and notes before managing user invitations at scale:
| Key Detail | Limitation |
|---|---|
| CSV Upload Limit | The maximum number of records per file is tentatively set at 1,000. |
| Minimum Upload Requirement | No minimum is enforced. You can upload one or more users as needed. |
| Shadow Tenant Cost | The shadow instance is provisioned at no cost. Only the Spaces module is accessible in it. |
For assistance with linking community instances or troubleshooting invitation flows, contact Gainsight Support.