Description
Hypothesis
Creating a unique link for signup and immediate access to specific workspaces or teams in Fibery will improve the efficiency and effectiveness of the user onboarding process since the current solution is time-consuming and cumbersome.
Goal
Use cases
Functionality
Ability to create a unique link for signup
✔️On the "Invite new People" screen, there should be a unique URL that can be copied.
✔️The link is not guessable and identifies the specific workspace and the type of user.
✔️The inviting admin can set the type of user: Member or Guest
✔️If they choose a member and the Invite link is enabled, there is an information message that every invitee will be charged.
When the user is on the free plan:
Ready to invite your team? Users invited with Member or Admin permissions will start your 30-day pro trial. First 5 Guests are free! Plans ->
When the user is on any paid plan:
Ready to expand your team? Users invited with Member or Admin permissions will be charged according to your current plan. Guests are free! Plans ->
Ability to create a new user using the shared unique link
✔️The link will direct invited users to a signup page, where they can create an account and automatically get access to the workspace.
✔️The invited users who arrived at the sign-up page can only choose the authentication options available on the workspace.
✔️If the user already has an account, s/he logs in.
If the invited uses the "Continue with Email" option, s/he has to go to the email confirmation.
✔️If the invited user uses Google or Microsoft authentication, they do not need an email confirmation process.
✔️If the link is Disabled, the user arrives at the Disabled page, where we explain that link is disabled and s/he can contact the admin.
✔️Construction of the invitation link:
Social media preview of the invite link (title/description/image)
Join (workspace name)
Our workspace is more than just a place to work — it’s a knowledge hub.
| |
|---|
Steps | Description |
Click on the invitation link | The invitation link is copied from the "Invite new People" screen and shared on a chat or mailed to a group. |
| It opens a Fibery registration page that only displays login options in the inviting workspace.\ |
\
E.g., If Google authentication is disabled on the Workspace settings, this is not available here. |
| | Inform the new user about the confirmation mail. This step should be skipped when Google or Microsoft authentication is chosen. |
| Arrive at the invited workplace. | |
Enable/Disable/Reset Invitation Link
✔️By default, the invitation link is Disabled.
✔️Admins can Enable or Disable the link at any time.
✔️Re-enable the link do not reset it so that Admin can pause the invitation link.
✔️All admins can access the same invitation link and make necessary changes.
✔️If the link is Disabled, no one can start the sign-up process by the link and arrive to the warning page with the following message\
The invite link is no longer valid, and you cannot complete the signup process. Please get in touch with the workspace admin if you think this isn't right.
✔️if the link does not exist, the user gets a warning page with the following message:\
The invite link is not found. Please get in touch with the workspace admin if you think this isn't right.
✔️Admin can generate a new (reset) invitation link anytime.
✔️When the invitation link is reset, the current link will be invalid, and a new, unique link will be generated and enabled.
✔️The linked copy is copied to the clipboard by clicking on the copy link.
✔️If someone attempts to use a disabled invitation link, they will receive a clear message indicating that the link is no longer active.
✔️The reset link functionality is triggered only by the "reset" button or the role change selection.
✔️The role selection change generates a new link in the same way.\
This change would reset the invite link, are you sure? Resetting the invite link will invalidate the old link, and no one can sign up using it.
✔️Before a reset action is taken, we inform the user that the active link will be disabled.\
Are you sure you want to reset the invite link? Resetting the invite link will invalidate the old link, and no one can sign up using it.
Prototype
[???]
Accessibility
Notification
Subject: \
New member registered in Fibery workspace using your invite link\
\
Body:\
Great news!\
User name (email@address) has registered in (workspace name) workspace using your invite link.\
\
Best,\
Fibery Team
Logging / Analytics
Known Issues
The admin can only share one link at a time, so they cannot simultaneously provide separate links for both Members and Guests.
All admins can see the active links, even if multiple admins exist.
The invitation link is read-only and cannot be changed. If you need to change an invite from Member to Guest, disable the current link and send a new one.
The inviting admin cannot give you more information about what you are signing up for on the signup page (or in the email): Invite description for new users
The admin cannot limit the email address domain for sign-up. Email Domain Restriction for Invitation Link Registrations
The link cannot be set to expire, so the admin cannot limit the number of people who can register; they can only disable it. Expirable Invitation Links
The People > + > Invite people page only offers the feature. Admin cannot invite from Space Share. User Invitation from Space Share
Admin cannot invite from team Entity View Invite user to join workspace via Group
Admin cannot track how many users are invited when it was enabled or disabled:
If somebody is a Guest member and clicks on the Member invite link, usual login will happen.
There are no differences between old uids and invalid links; both lead to the Invalid URL link. The user will no longer know if s/he mistyped or the link is unavailable.
When the administrator who generated the invite is no longer an administrator, no one will receive a notification about the invite. This can be dangerous because no one is notified of new users coming to the workspace and having to pay for them.
Notifications are sent by email only since we cannot trigger the notification center.
The invited user cannot sign up using a password reset if their email validation has expired.
References / Inspiration
Slite
Slack
[???]
Notion
Airtable
https://pageflows.com/blog/invite-teammates-user-flow/
Old spec
This might work on two levels
Per Workspace
There are two links: one for Guests, one for members
One of the links is supposed to be shared in the main company Slack/Teams channel, ex. #general
A person who enters a workspace with this link gets access to all Spaces that are open to everyone in the workspace:
Per Group
Each Group (ex., role-based Developers or squad-based Lions) has a unique join link.
The link is supposed to be shared in the team Slack channel, ex. #devs or #team-lions
A person who enters a workspace with this link joins as Member and can access everything their Group has access to.