User management

Update of your community members' data, invite or remove users and update teams - all in just a couple of clicks.

As admin of your community, you manage the memberships of your community.  On the Manage Members page, you can invite new members, remove old ones from the community, update changed member data, and browse member information in more detail. Log in to the browser version of HeiaHeia with your login, open the Admin tools in the top right corner under your profile and click on Manage Members. 


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Inviting members to the community and updating information


There are different options for inviting new members, either by providing a sign-up code or via an email invitation as a mass invitation or individually as a quick invite. The mass invitation also serves as a tool for updating member data. 

If you are an admin of a new community and are inviting first members to your community, please take a closer look here to see which invitation method would be best for your community.


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 1. Joining the community with a sign up code

Community members join the community by themselves, using the sign up code provided by you as admin. This code is entered when opening a user account or later in the application or in the browser version settings. 

Under Edit, you can enable/disable joining the community by code and create or change the code.

If your community has teams, the user selects his/her own team when joining the community. Therefore, teams should be created before providing the code. 

2. Joining the community via email invitation and updating members' data

Sending a mass invitation and updating member data

Mass-invite members: You can easily invite all members in one go by uploading their data into the system as an excel file. At the same time, you can also update any changes to members' data.

If there are teams in the community and you have assigned members to their own teams in the excel file, the new member will automatically join the team when they accept the email invitation. 

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  • Select Invite new members, update existing members -> click next.
  • Download the current list of members (page 2/4), add the new members to this excel and update the changed data of the existing members, if necessary. 

Alternatively, you can download an example file  and fill in the data of new members to be invited. Please note that your file must formatted according to the example file. Email address, name and language are mandatory.  

Teams: Updating teams and team members is easy using this tool. You can include old and new teams in the excel file. In case, your excel file includes a new team, the program will create the team when importing the excel into the system. This tool only affects the official teams, so you won't accidentally delete unofficial teams created by the users themselves. All new teams are private as default. This you can change later. 

If a person is a member in more than one team,  the team names should be separated with commas in the excel. 

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  • Upload excel to the system. Under Adding / Removing / Updating / No changes / Errors you can still check all the data you are uploading. 
  • Click Next and confirm the upload by clicking Next once more to start the upload. Invited members will automatically receive an email invitation to join the community. To join the community, the member must accept the invitation. 

Removal of old members 

You can remove all old members of the community using the mass-invite tool. On the page 1/4,  select the option Invite new members, update the details of existing members, remove those who are not on your list.  Note that in addition to inviting and updating information, the function will remove from the community any members who are not in your Excel file. The user account will not be deleted, only the membership in the community.  
Upload the excel as above, confirm the data to be uploaded and start the upload. 
You can also remove members one by one (s. Browsing member data below).

Quick invite members
Use the quick invite function if you only need to invite some new members. Fill in the necessary information in the columns and send the invitation.   The new member will receive an invitation by email  and in order to join the community, he/she must accept the invitation. 


Browse members

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Click on the blue arrow to see more detailed member data.  Here you can also  remove an individual user from the community. The account status indicates whether the invited member has already accepted the invitation, in other words joined the community.