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Inviting Users to the Workspace

2 min read

Invite users when someone needs to join your Hawzu workspace. Each invited user must have a workspace role before invitations can be sent.

Open the Invite Window

Section titled “Open the Invite Window”

To invite users:

  1. Open the workspace
  2. Go to Users
  3. Click Invite Users

The Invite Team Members window opens with options to add users manually or from a file.

Add Users Manually

Section titled “Add Users Manually”

To add users one at a time:

  1. Enter an email address
  2. Press Enter or click the add action
  3. Repeat for each user
  4. Select a workspace role for every user

Hawzu checks each email before adding it to the invite list.

An email cannot be added when:

  • The email format is invalid
  • The user already belongs to the workspace
  • The email is already in the current invite list

Upload a CSV or JSON File

Section titled “Upload a CSV or JSON File”

You can upload a CSV or JSON file when inviting several users at once.

Supported file rules:

  • File type must be CSV or JSON
  • File size must be 5 MB or smaller
  • Every row or entry must include an email and role
  • Role names must match available workspace roles
  • Duplicate emails are rejected

CSV Format

Section titled “CSV Format”

The CSV file must include headers.

email,role
user1@hawzu.com,Workspace Member
user2@hawzu.com,Workspace Coordinator

JSON Format

Section titled “JSON Format”

The JSON file must be an array of users.

[
  {
    "email": "user1@hawzu.com",
    "role_name": "Workspace Member"
  },
  {
    "email": "user2@hawzu.com",
    "role_name": "Workspace Coordinator"
  }
]

Hawzu also accepts role in place of role_name.

Download Sample Files

Section titled “Download Sample Files”

Use Download Sample CSV or Download Sample JSON from the invite window to get a correctly formatted example file.

Sample files are helpful when you want to prepare a large invitation list before opening Hawzu.

Assign Workspace Roles

Section titled “Assign Workspace Roles”

Every invited user must have a workspace role.

The roles you can assign depend on your own workspace permissions. Some high-privilege roles may not be available for selection.

If a file includes a user who is already in the invite list, Hawzu updates that user’s role from the uploaded file instead of adding a duplicate entry.

Send Invitations

Section titled “Send Invitations”

After all users have valid emails and roles:

  1. Review the invite list
  2. Remove any users who should not be invited
  3. Click Send Invites

If the invite list is empty or a user has no role, Hawzu shows a validation message and keeps the invitations from being sent.

Review Sent Invitations

Section titled “Review Sent Invitations”

From the workspace Users page, click Invited to review invitations.

The invited-users list shows:

  • Email address
  • Role
  • Who sent the invitation
  • Invitation time
  • Expiration time
  • Status
  • Available actions

For invitations that are not accepted, you can resend the invite. Pending invitations can also be revoked. If a user previously rejected an invite, Hawzu asks for confirmation before resending it.

Best Practices

Section titled “Best Practices”
  • Confirm email addresses before sending invitations
  • Assign the least powerful workspace role needed
  • Use CSV or JSON upload for larger onboarding lists
  • Review pending invitations regularly and revoke stale invites

Next Steps

Section titled “Next Steps”