Inviting New Users

Having the right team members is crucial to ensuring a smooth localization process. In Smartling, user accounts are always free of charge, allowing you to add as many team members as required.

The same process can be followed to invite a single new user, or to invite multiple users in bulk.

Who can add new users?

New team members can be added by Smartling users with the following roles:

• Account Owner: 
  • Can add all user roles, except for Agency Account Owners*.
  • Can grant new users access to all projects or workflows.
• Project Manager: 
  • Can add Project Managers and Requesters for the projects that they have access to.
  • Can add Translation Resources and Translation Resource Managers, but can only grant them access to their own project-level workflows.
• Agency Account Owner: 
  • Can add Translation Resources and Translation Resource Managers. 
  • The new users can only be granted access to workflow steps that the Agency Account Owner has access to.
• Translation Resource Manager: 
  • Can add Translation Resources. 
  • The new users can only be granted access to workflow steps that the Translation Resource Manager has access to.

*Please reach out to your Smartling Customer Success Manager if you would like to add a new agency or a new Agency Account Owner.

Info: When working with a translation agency, the agency is responsible for adding their team of translators to Smartling. A linguist will only be correctly affiliated with the agency if they are added directly by the agency.

Which user role should I select for a new team member?

Smartling offers various different user roles, based on the primary tasks that a user will carry out in the Smartling platform. For more information, visit our Introduction to User Roles.

We recommend selecting the role that best represents the user's daily tasks. If a user carries out multiple different tasks (e.g. if a user needs to request translations and manage translation projects, but also review translations for their market), it is possible to give a team member an additional role.
 

How to invite new users

To invite either a single new user, or bulk-invite multiple new users, follow these steps.
 

Create a new invite

To begin the process of inviting new user(s), access the Team dashboard.

• If you are an Account Owner or Project Manager, follow these instructions to access the Team dashboard.
• If you are an Agency Account Owner or Translation Resource Manager, follow these instructions to access the Team dashboard.

Access either the Users tab or the Invites tab, and click Invite User.

 

Provide email address(es)

Enter or paste the email address(es) of the user(s) that you would like to invite.

• To bulk-invite multiple users, separate their email addresses with a comma or a newline.
• A maximum of 100 email addresses can be added at a time.
• Once all email addresses have been entered, click Next to continue.

Tip: As a best practice, it is recommended to add all users with the same role first, followed by all users with another role. This makes it easier to apply the same role to multiple users in bulk.

Any invalid email addresses will be flagged by Smartling. This may be the case if an incorrect format is used, if duplicate email addresses are entered, if the maximum length of 256 characters is exceeded, or if the user already exists. Click "Remove invalid emails" to remove invalid email addresses from the list of users to invite, then proceed.

Note: If you intend on re-adding a previously deleted user email address to Smartling, contact your Smartling Representative to re-activate the deleted email address.

Configure the primary user role

On the next screen, configure the desired role for each invited user.

From the drop-down menu under the User Role column, select the primary role that best captures the user's tasks in Smartling. For more information, see our Introduction to User Roles.

Tip: If you would like to give a user an additional role, this can be done after the invite for the primary role has been accepted.

Apply role below

If you would like to apply the same role to multiple users, click on the ellipsis and select the option "Apply role below". This will apply the same role to all users in the list, who are listed below the user that is currently being edited.

Note: Please note that this action overwrites any roles that you may have previously selected for the users listed below.

Project access

For project-based roles (Project Manager, Requester or Content Viewer), use the Projects dropdown menu to select which project(s) the user should have access to.

Note: For workflow-based roles you must add the relevant workflow assignments. See Configure workflow-based roles for details. 

For an Account Owner role, no project selection is required, as this role has full account access.

Apply project(s) below

If you would like to apply the same project access to multiple users, click on the ellipsis and select the action "Apply project(s) below". This action will apply the same project access to all users in the list, who are listed below the user that is currently being edited. The same project access can only be applied to users with a project-based role (Project Manager, Requester or Content Viewer).

Apply role and project(s) below

If you would like to apply the same user role and project access to multiple users, click on the ellipsis and select the action "Apply role and project(s) below". This action will apply the same role and project access to all users in the list, who are listed below the user that is currently being edited.
Please note that this action overwrites any roles that you may have previously selected for the users listed below.

Once all user roles and projects (where applicable) have been configured, click Next to review the invitations.
 

Review and submit the invite

Review your invitations. Click Submit to confirm.
 

Invitation summary 

An invitation summary will display the following information:

• Number of invitations that were successfully processed. The invited user still needs to open Smartling's invitation email and complete their registration process. See What's Next for more information.
• Number of invitations that were not submitted due to an error.
• Number of invitations that require workflow assignments. See Configure workflow-based roles for more information.
   

Configure workflow-based roles

Workflow-based roles (Translation Resource, Translation Resource Manager) need to be given access to at least one workflow step once the invite has been created.

Warning: This is required for the user to access their Smartling account and work on your content. The invitation email will not be sent until they have a workflow assignment.

1. Access the Invites tab of your Team Dashboard.
2. Click on the name of the invited user with a Translation Resource or Translation Resource Manager role to access their user profile. 
3. Click Add Assignment to give the user access to at least one workflow step.
   
4. Select a language pair they should be assigned to, a workflow, and a step.
5. Click Add Assignment. Add more workflow assignments if the user needs access to multiple workflows or steps.
6. Click Save Changes to confirm the workflow assignments.
   
    

What's next?

Once an invitation has been successfully created, it can be managed from the Invites tab of your Team dashboard. For more information, see our guide on Managing User Invitations.

Completing the account registration

The invited user receives an invitation email containing a registration link that needs to be opened to complete the account setup. 

Tip: As the invite is sent from a "noreply" email address, we recommend checking the spam folder and making sure that noreply@smartling.com is marked as a safe sender. If a user experiences issues with receiving Smartling's invitation email, visit our FAQ for information about possible reasons and solutions for undelivered user invites.

• The invited user needs to click the activation link in the email to open the registration screen.
• Complete all fields and create a password (including an upper case, lower case, number and special character), then click "Register".
• The Smartling dashboard appears.

Once the registration process has been completed, the user account is active and listed in the Users tab of your Team dashboard.
 

Video tutorial: Inviting new users

The video below shows how to invite users and configure their user roles.