Aha! Roadmaps | Manage ideas portal users

Ideas portal users are free and unlimited in every Aha! Roadmaps billing plan, so you can invite or import as many contacts as you want. This guarantees that you can hear from anyone you would like feedback from. It also means that you will likely want to manage your portal users.

Each ideas portal you create has its own settings to help you manage users for that portal. You can invite, edit, and disable users, as well as follow links to ideas they have created, commented on, or voted on.

To manage users for an ideas portal, open your ideas portal settings by navigating to either Settings ⚙️ Account Ideas portals or Ideas Overview.

• From your account settings, click the name of the ideas portal whose settings you wish to edit.

• From Ideas Overview, click the Pencil icon by the name of the ideas portal whose settings you wish to edit.

You will need to be an administrator with customization permissions to manage ideas portal users.

Click any of the following links to skip ahead:

• Invite a single ideas portal user

• Import multiple ideas portal users by CSV

• Resend an invitation to an ideas portal user

• Invite all portal users

• Edit an ideas portal user's profile

• Reset an ideas portal user's password

• Disable or delete an ideas portal user

• Merge a portal user into an Aha! user

• Unsubscribe or resubscribe ideas portal users from notifications

• View a portal user's content and activity

• Email verification

Invite a single ideas portal user

When users submit ideas, they are automatically captured as portal users. To add users who have not yet submitted ideas, follow these steps to invite them to the portal:

1. From your portal settings' Users tab, click the Add portal user button and then enter the user's name and email address.

2. (Optional) Select the Employee checkbox to identify a user as an employee to provide more flexibility for idea visibility.

3. Click Create to invite the user.

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Import multiple ideas portal users

You may have multiple users — or multiple ideas — to import. If that is the case, navigate to Settings ⚙️ Workspace Import from CSV to bulk-invite users to your portal.

You can also import ideas, users, and votes from UserVoice by navigating to Settings ⚙️ Workspace Import from UserVoice.

You can import the following ideas information:

• Ideas

• Contacts

• Idea votes (regular or proxy votes)

• Idea organizations (used in proxy voting)

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Resend an invitation to an ideas portal user

If you previously invited a user to the ideas portal but they have not received the invitation email, ask them to check their spam folder to make sure it was not routed there. If they still have not received the message, follow these steps to resend the invitation:

1. From your portal settings' User tab, click the user's name.

2. Click Resend invite.

This option does not apply to submit-only portals or portals with SSO.

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Invite all portal users

You may have ideas portal users added to your account that have not set a password yet. Rather than send them each an invite one-by-one, you can send an invitation to every portal user in bulk in your portal settings. Invite all portal users will send an invitation to every portal user who has not yet set a password, but will not send an email to users who have. This email will use the Invitation email template you have configured in your portal settings.

• From your portal settings' Users tab, scroll down to the Users table.

• Click the table's More options (...) menu and select Invite all portal users.

• Confirm Yes to send the invitation.

This option is not available for portals configured with SSO.

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Edit an ideas portal user's profile

1. From your portal settings' Users tab, click the user's name.

2. Edit the user's profile.

3. Click Update portal user to save your changes.

If you have set a specific number of votes per user for a portal, you will also see the option to adjust the vote allocation for specific users when you edit their user profile.

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Reset an ideas portal user's password

1. From your portal settings' the Users tab, click the user's name.

2. Click Send password reset. The user will receive a password reset email.

This option does not apply to submit-only portals or portals with SSO.

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Disable or delete an ideas portal user

Sometimes it is necessary to disable or delete users because they have changed employment or you wish to prevent them from adding or viewing ideas.

There are four options for removing a portal user:

• Delete from Aha! - Removes their access to all portals and empathy sessions. Removes their name and email address. Does not remove any ideas, votes, or comments they submitted. This cannot be undone.

• Remove from portal - User's access to the portal will be revoked. Their ideas and comments will show in the portal as submitted by "guest" but users inside Aha! can continue to see who submitted the idea. You can add the user back to the portal any time.

• Disable - User's access to the portal will be revoked. Their ideas and comments will still show their name in the portal. Disabled users can be easily reactivated at a later time.

• Merge into Aha! user: Merges a portal user account into an existing Aha! user account. Removes the portal user account from Aha! Ideas. The user can then use their Aha! Ideas login to access the ideas portal.

To disable or delete a portal user:

1. From your portal settings' Users tab, hover over the user's name, then click the More options button.

2. Click Disable or Delete.

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Merge a portal user into an Aha! user

If you have portal users who are also Aha! Ideas users, you can merge their accounts. When you do, the user will only need their Aha! Ideas account to access and interact in your ideas portal, and all of their ideas, comments, and voting history from both user accounts will be merged and retained.

Merging a portal user into an Aha! user is a permanent action and cannot be undone.

You can merge a portal user from your portal settings or from the portal user's Contact page. To merge a portal user from their Contact page:

• Click the contact's name to open their drawer view.

• Select the More options (...) menu in the upper right and click Merge into Aha! user.

• Select an Aha! user from the dropdown and click Merge user.

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Unsubscribe or resubscribe ideas portal users from notifications

If a single user doesn't want to receive notifications, you can opt out of notifications for them by following these steps. They can also unsubscribe to any emails they receive.

1. From your portal settings' Users tab, hover over the user's name, then click the More options button.

2. Click Unsubscribe. To resubscribe the user, click Resubscribe.

You can also unsubscribe all users from notifications for an ideas portal.

1. From your portal settings' Users tab, click the More options button at the top of the user list.

2. Click Unsubscribe all portal users.

Individual ideas portal users can always opt back in to idea notifications.

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View a portal user's content and activity

User management is about more than just the administrative aspects. The Users tab also allows you to engage with any ideas your users have created — and any actions they've taken on your ideas portal.

1. From your portal settings' Users tab, there are three columns beside each user: Ideas, Comments, and Votes. If your user has created an idea, left a comment, or voted for an idea, you will see clickable numbers in these columns.

2. Click any number. Aha! Roadmaps will generate a list report based on that user's content or actions. From there, dive into the data.

3. Enjoy!

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Email verification

Some users in your portal will have a checkmark next to their name in the Users table in your portal settings. This checkmark indicates that Aha! can verify the email address. This does not necessarily mean that the user has logged into their account. When the a user's email can be verified depends on how they were added to your ideas portal:

• A user added individually by an Aha! account admin has a verified email address and will have a checkmark.

• A user that was imported into your account via CSV will not have a checkmark initially. Their email address will be verified after they create a password and log in to your ideas portal for the first time.

• A portal user who self-registers to your portal will not have a checkmark until they personally verify their email address.

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