--- title: "Strategies to onboard your team" description: "Plan a Talkspirit rollout: finish the setup before you invite anyone, start with a pilot group, then bring in the rest in waves." category: administration-security section: users-and-access tags: [admin] type: Reference lastUpdated: 2026-08-06 locale: en canonical: https://support.talkspirit.com/en/administration-security/strategies-to-onboard-your-team --- # Strategies to onboard your team ## Strategies to onboard your team You do not have to bring everyone in at once. A rollout goes better when you settle the workspace first, hand it to a small pilot group, and then open it up in waves. > **In summary:** finish the setup before you invite anybody, because an invitation is emailed the moment you send it and nothing in Talkspirit holds it back. Then invite a pilot group, adjust with what they find, and bring in everyone else. You need administrator rights for everything below. ## Finish the setup before the first invitation There is a trap here that catches people used to staging a tool quietly. **Switching notification emails off for the organisation does not silence invitations.** The switch under **Administration > Organisation > Notification emails** suppresses notification mail only. Invitations are sent by a separate system that never sees it, so if you invite fifty people into a half-built workspace, fifty people are emailed. [Disable notification emails for your organisation](/administration-security/disable-email-notifications-for-your-organization) covers what that switch does and does not cover. The only reliable way to keep an unfinished workspace private is not to invite anyone into it yet. Settle these first: - **The modules you want.** Anything you switch off later has already been seen. - **Where people land.** **Administration > Onboarding** sets the **Default page after login**. The list offers the modules you have enabled, plus Cockpit, which is always available. Pick the screen that makes your first-day instructions true. - **Enough structure, groups or content to make that first screen worth reading.** An empty landing page is a common reason a rollout stalls. ![The Onboarding page in Talkspirit Administration, showing the Landing page section with Default page after login set to Cockpit](/images/administration-security/strategies-to-onboard-your-team/01-admin-onboarding-landing-page.png) The **Welcome message** and **Onboarding steps** sections below it are not editable yet. The page shows them with placeholder text. ### If you need accounts that send nothing at all One route is genuinely silent: **Registration without email**. Those invitations create the account and send no mail, ever. The cost is that you hand each person their access code yourself, and the new interface does not display it, so you fetch it from classic Talkspirit. See [Adding users without an email address](/administration-security/users-without-email). ## Decide who comes in as what Every account is an administrator, a member or a guest, and you choose between member and guest at invitation time. [User Roles and Permissions](/administration-security/user-roles) has the full comparison. For planning purposes: - **Members** are your normal population. Invite the organisation as members. - **Guests** see nothing by default. What a guest reaches depends on the **Access scope** you pick when you invite them: **See the holarchy** gives a read-only view of the whole organisation chart, and the two group scopes confine them to the groups you name. - **Administrators** have complete control, including billing. Keep the number small and add more later, which takes seconds. If you are coming from holaspirit, note that the **Inactive** user level no longer exists. Its closest equivalent is a guest invited with **See the holarchy**: they can read the organisation chart without taking part in anything. Guests are counted separately from member seats and your plan caps how many of each you may have, so check the numbers with your account manager before you plan a large guest population. You cannot invite anyone as an administrator. Invite them as a member and promote them afterwards. ## Start with a pilot group Five or six people is the right size, and who they are matters more than how many. Pick the people who will map out your circles, roles and groups, because they will be the ones answering everyone else's questions later. Give the pilot group administrator rights only if they will actually configure something. Everyone else on the pilot should be a member, so that what they see is what the rest of the organisation will see. Let the pilot run long enough to reveal the awkward parts: the landing page nobody understands, the group that should have been two groups, the circle nobody recognises. Fixing those before the wider invitation is the whole point of the exercise. ## Bring in the rest in waves The invitation dialog applies **one access scope and one personal message to everyone in it**, so batch people who need the same thing. Within a batch you can click **Add another person** for each row, or paste a whole list of addresses at once. [Inviting new users, members, or guests](/administration-security/inviting-new-users-members-or-guests) has the procedure. There is no spreadsheet import in the new interface. If your list comes out of an HR system, classic Talkspirit still takes an Excel upload, up to 1000 people at a time. Keep each wave small enough that you can follow it up personally. That is the practical limit, not the technical one. ## Expect to chase people yourself Invitations sit as **Pending** until the person signs up, and the automatic reminders are weaker than they look: - They go out **2, 7 and 14 days** after the invitation, and they are sent as bulk mail rather than transactional mail, so they are filtered more aggressively than the first one. Treat them as a bonus, not as your follow-up plan. - A **Bounced** invitation can never be resent. Delete it and invite the corrected address. - Invitation links never expire, so an old invitation is not the problem. [Managing email invitations for new members](/administration-security/manage-email-invitations-for-new-members) covers all of this in detail. The short version: put a date in your own calendar and chase your waves by hand. ## Promote and prune as you go Once people are in, the list at **Administration > Users** is where you adjust them. Roles move one rung at a time along guest, member, administrator, so widening a guest into an administrator takes two steps. Suspending an account takes it offline without deleting anything and can be undone. Reviewing that list at the end of each wave, rather than once a year, is what keeps an onboarding plan from turning into a cleanup project. ## What's next - [Ways to add new members to your organisation](/administration-security/how-do-i-add-new-members-to-my-organization) - [Inviting new users, members, or guests](/administration-security/inviting-new-users-members-or-guests) - [Managing email invitations for new members](/administration-security/manage-email-invitations-for-new-members) - [User Roles and Permissions](/administration-security/user-roles)