Sending Invitations to Your Team

Inviting your team is the one action that drives everything else. Every invitation email contains a one-click Chrome Web Store link, so installs flow naturally from the invite. Invitations drive installs, installs drive pulses, pulses drive data.

This article covers how to invite — one at a time, or in bulk — and what the invitee sees at the other end.

Before you invite

Three things that make invitations land better:

1. Your AI tools are added. Invitees get assigned to tools after they accept; if there are no tools set up yet, the experience is empty on their first login.
2. Your groups are created. If you want people scoped to teams (Marketing, Engineering, etc.), set groups up first so you can assign during invite.
3. Your blended hourly rate is set (Settings → Organization → Reporting & ROI). Not strictly required to invite people, but if it's missing their dashboard will show ROI as "—" until you add it.

Option 1 · Invite one person

Go to Users → + Invite Users. Fill in:

• Name — shown in the invitation email's greeting
• Email — their work email; this is what Clerk uses to authenticate them
• Role — Owner, Admin, Group Leader, or Member (most of your team will be Members — see User roles explained)
• Groups (optional) — tick any groups they should belong to
• Tool assignments (optional) — tick the AI tools they actually use; unassigned tools won't fire pulses for them

Click Send invitation.

The person gets an email titled "[Your Org] needs your feedback on our AI tools" with a one-click link that does three things:

1. Signs them up with Clerk (they set a password or use Google/Microsoft SSO)
2. Takes them to a brief onboarding flow
3. Prompts them to install the Chrome extension

Most people are fully set up within two minutes of opening the email.

Option 2 · Bulk invite via CSV

For teams larger than ~10, CSV is faster. Go to Users → + Invite Users → Bulk via CSV.

The CSV format:

email,name,role,groups,tools
sarah.chen@example.com,Sarah Chen,member,Engineering,"ChatGPT,Copilot"
darren.wu@example.com,Darren Wu,admin,,
priya.patel@example.com,Priya Patel,group_leader,Marketing,"ChatGPT,Jasper"

• email (required) — work email
• name (required) — display name
• role (required) — one of owner, admin, group_leader, member
• groups (optional) — comma-separated group names. Unknown groups are ignored (they won't create new ones).
• tools (optional) — comma-separated tool names. Unknown tools are ignored.

Save as .csv, upload, review the parsed rows, then click Send invitations. Any rows with invalid roles or duplicate emails are flagged for you to fix before sending.

What the invitee sees

When they click the invitation email they see:

1. A short "Welcome to [Your Org]'s AI GAiGE" landing page with your org name and what they're being asked to do
2. A Clerk sign-up flow (email + password, or SSO) — usually 15 seconds
3. A role-specific onboarding tour — 5 slides for Members, 4 for Group Leaders, 8 for Admins. Each closes with "Install the extension" as the final CTA.
4. Chrome Web Store page for the extension — one click, 15 seconds
5. Their dashboard — with a friendly "we're waiting for your first pulse" empty state if no data has landed yet

If they don't complete the flow in one sitting, the invitation stays valid for 30 days. They can resume from the original link or from a "you have an unaccepted invitation" banner on any sign-in attempt.

Tracking who's accepted

On the Users page, each invited person has a status:

• Pending — they've received the invitation but haven't signed up yet
• Active — they've signed up and submitted at least one pulse (or been active in the platform)
• Installed — they've signed up and the extension is installed on at least one browser
• Inactive — they've signed up but haven't been active in 30 days

The number that tells you most is the Active count in the top program-health strip. If it's low, a simple reminder nudge usually fixes it.

Resending an invitation

If someone's said "I never got the email" — check their spam first, then on the Users page, click the pending invitation and hit Resend invitation. Issues a fresh email with the same link.

Revoking an invitation

Pending invitation no longer needed? Users → (pending row) → Revoke. The link in the original email immediately becomes invalid. If the invitee tries to use it, they'll see a "this invitation has been withdrawn" message.

Bulk rollout tips

If you're inviting more than 30 people at once:

• Stagger by team. Invite one team at a time. Follow up with each team lead a week later to check install rates. This keeps your support load manageable.
• Send a heads-up message first. A one-line Slack or email ("you'll get an invite from The GAiGE in the next hour — please install the extension when it arrives") doubles install rates.
• For orgs on Google Workspace or MDM — consider force-installing the extension so the step disappears from the user's to-do list entirely.

See Rolling out the extension to your team for the detailed deployment playbook.

What if the person changes email?

Ideally they accept the invitation from the email they were invited with, then change their email inside their own settings afterwards — that preserves their user record and all their existing responses. If they sign up with a different email, it creates a separate user; you can deactivate the duplicate.

Privacy reminder

The invitation email is the first touchpoint with a brand-new end user. It explicitly sets expectations: "Your responses are aggregated and anonymous — no one sees your individual answers." That's true of the product as shipped (more detail →). Admins can read but shouldn't contradict it.

Related: User roles explained · Rolling out the Chrome extension · Who sees my answers? · The three core pulses explained