Setting up Private Teams

Small Sign Up is designed to support basic privacy and security requirements to keep sensitive information protected. This tutorial walks through the available team access options (Public vs Private Teams) and how to invite new members to a Private Team. We'll cover three main topics:

1. Login Security: Available login options and restrictions
2. Public Teams: Open and available for all to view
3. Private Teams: Restricted to members only

Login Security

Small Sign Up currently provides several required and optional security measures when logging in:

• Each user has their own login.
• Required: Password must fulfill several constraints:
  • Minimum password length of 8 characters
  • Cannot be similar to the email
  • Cannot be all numeric
• Optional: Users may choose to log in by linking their Google account. Select "Continue with Google" during registration & sign-in to log in with Google.
• Optional: Users may choose to configure two-factor authentication within their profile. This requires the user to enter a PIN sent to their phone before logging in.

Public Teams

Public Teams are open and available to anyone on the internet with the team URL. This is a great option for teams that do not share any sensitive information on their dashboard, and are looking for the most convenient way for users to sign up:

1. Users can visit the dashboard URL and click "Sign Up" to sign up for a slot without logging in.
2. Users can optionally choose to save their name and email by creating a login to Small Sign Up.

Private Teams

If you need to restrict access to authorized users, you should set the team access policy to "Private." Private Teams require that users log in to Small Sign Up AND be members of your team to view your team's content.

In practice, adding several tens (or even hundreds) of users to your team can create a logistical challenge, so there are several options available to best fit your team's needs and your users' preferences.

Option 1: Shareable Links

Shareable links allow you to set up a URL that provides users access to your Private Team when they have the special shareable link. This option is described in detail here: Private Teams, Shareable Links

Note that team admins have control over all shareable links, and can revoke this permission at any time by deleting the shareable link.

Option 2: Request Access

Similar to a closed group on social media, Small Sign Up allows users to request access to a Private Team. Team admins can then approve or deny the request. This option works well to onboard large groups of users without needing to send and track invitations.

When a user visits a Private Team, they will be prompted to log in and will see a "Locked" page where they can request access to the team.

The team admin can see access requests, and can either approve or deny the request. If approved, the new user becomes a member of the team.

Option 3: Send Email Invites

If you prefer to proactively send email invitations to your users, you can do so by entering the email addresses of users in the "Invites" tab under the "Manage Team" page. This simple approach works well for adding small groups of users.

Users will receive an email invitation from Small Sign Up prompting them to create a login and accept the invitation to join your Private Team.

Option 4: Bulk Invites

Finally, selecting the "Bulk Invite" button allows team admins to send bulk email invites by uploading an excel file or csv with email addresses. The bulk invite option works well when you can easily organize and upload an excel file of email addresses you want to invite.

Ensure the uploaded file has an "email" column title so the system can locate the email addresses in your file.

After invites are sent, you can view, sort, and filter pending invitations in the "Invites" tab and easily click to either resend or cancel any of the invites.