Invite and manage members
Invite people by email, give them a role, change or suspend them, and undo a removal within the hour.
The Members page in Settings lists everyone in your organization, with their role, the products they can open, whether they use two-factor authentication, and when they last signed in, or Online now or Online, away if they're here now. Anyone with the See members permission can read it. Changing it takes Manage members, which Owners and Admins have.
Invite someone
In Settings, Members, press Invite people.
Enter their Email.
Pick a Role. You can change it later. See Roles and permissions.
Pick Groups if you have any. It's optional, and groups make sharing easier.
Press Send invitation.
They get an email with a link to join. Invitations expire after 7 days.
Each pending invitation counts as the role it offers: a seat, or for a Viewer or External guest a place in that limit instead. Halo stops new invitations when the limit they count against runs out. See Usage and plan limits.
Invite many people from a file
To invite a team at once, select Import on the Members page and drop a CSV file.
| Column | What it holds |
|---|---|
email | Required. One person a row |
name | Their name, for an account that has none yet. They can still type their own when they accept |
role | A role's name, such as Analyst. Left empty, Viewer |
groups | Group names, separated by semicolons |
| Any user attribute key | Its values, separated by semicolons, such as North;Coast |
Template downloads a file with these columns and your organization's user attributes. Columns can come in any order, and a header Halo doesn't know as a column or user attribute is refused, so a typo doesn't go unnoticed.
Before anyone gets an email, Halo checks each row and says what it will do: Ready, or why not, such as a role that doesn't exist, an address that's already a member or has an invitation, or one listed twice. Select Invite to send the ready ones; fix the others in your file and import it again. An import takes up to 500 people, and each invitation counts toward your plan's seats as it would one at a time.
People join with the role and groups the file gave them, and their user attributes are set when they accept. The audit log records the import and each invitation.
Pending invitations
Pending invitations above the list shows who hasn't answered, and when each invitation expires. You can resend or revoke each one. An invitation someone can no longer use tells them to ask for a new one.
What the person sees
The link opens Join … on Halo, naming who invited them and with which role.
With no account, they enter their name and a password of at least 10 characters.
With an account, they sign in and accept. If they're signed in with another email, Halo says so.
If your organization requires two-factor authentication, they set it up the next time they sign in. See Sign-in methods, two-factor and trusted devices.
Change a role
Pick another role in the member's row. It takes effect at once. Only Owners can make someone an Owner or change an Owner's role, and you can't change your own.
An organization always needs an Owner. Halo says "Make someone else an owner first" if you try to change the last one.
Suspend a member
Open the … menu in a row and pick Suspend, followed by their name. They can't sign in, and their connected AI tools are disconnected. Reactivate lets them sign in again, with their role, groups and access.
Suspend someone who's away, or while you find out what to do with their work.
Remove a member
Open the … menu and pick Remove from, followed by your organization's name. Their groups and access go, along with their AI tool connections. Their name stays on what they did, so the audit log and "edited by" lines still read. What they made stays too.
The message that confirms it has Undo, which works within the hour and brings them back with their role, groups and access. Once that message has gone, invite them again. Accepting a new invitation brings the membership back, but not their old groups or access.
Groups
A group, such as Marketing or Board, is a set of members you share with at once. Settings, Groups lists them. Press New group, name it, then choose its members. People with Manage groups can change them. A member's page shows their groups.
Scheduled emails can go to a group, and row policies can use group names. See Groups and sharing.
User attributes
A user attribute is a list of values a member has, such as the regions they cover. Row policies compare rows with them.
On the Members page, under User attributes, press New attribute.
Give it a Name, such as Regions, and a Key. The key can't change later.
Press Add attribute.
Open a member's page and set their values.
Someone with no values for an attribute a policy uses sees none of its rows. One report, each region sees its own works through a full example.
Email domains
Settings, Email domains verifies the email domains your organization owns, with a DNS record. You can choose how people from that domain would join: Invitation only, Ask to join or Join automatically.