Inviting and Removing Users

Teams use Guru to connect the right people to the right content, relevant to their work context. The first step in setting up a Guru workspace is for the workspace admin to invite users who will help with setup. Then, over time, admins can easily onboard whole teams or departments. Guru's robust system of permissions ensures everyone sees and edits content relevant to their roles. This empowers new team members to find answers quickly, collaborate effectively, and become productive faster.

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Access Required

You must be a workspace admin to invite new users to your Guru workspace. If your team has single sign-on (SSO) and SCIM-enabled admins can no longer invite users via the Guru web app. You must invite new users via your chosen identity provider (IdP).

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Tip

Before you invite a user, decide if you want Guru to send them a system default welcome email. This setting is enabled by default for all new workspaces, but you can turn it off from the Email Preferences tab found in Manage > Workspace Preferences > Welcome Message.

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1. Guru admin can invite new team members from either of three locations in the Guru web app:

• By clicking Invite Teammates button located in the bottom-left navigation;
• By clicking their avatar in the top-right corner, then clicking Invite Teammates;
• By navigating to Manage> Users and Groups > Users and clicking the + Invite new teammates button.

2. In the Email address field, type the email(s) of the person(s) you want to add to your team. Add multiple people at once by separating the email addresses with commas.

• If ever a mistake or typo is made, simply delete the invited user and send a second invitation to the correct email address.

3. In the Add to a Group field, select a Group to which you would like the user(s) added. You can add users to additional Groups after sending their initial invitation.
4. Decide if you want to customize the Message included in the system default email.
5. Click Send invitation to immediately grant these users access to your Guru workspace. 

Once the new user clicks the link in the Guru system email to activate their account or creates a new account with an email address matching the one you invited to your workspace, they'll see a guided product tour to help them get up and running quickly. All users can access this tour at any time from within the web app dashboard's Help menu.

Enabling domain discovery

1. Navigate to the Manage > Workspace Preferences page in Guru's web app.
2. Click Domain Discovery from the left-hand column.

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Note

In order to access the Domain Discovery settings page, you must be logged in as an admin user with a custom domain name. Users with a personal domain, such as gmail.com or hotmail.com, will not see this page.

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3. Under "Visibility", change the setting from Off to On.

4. Select a "Default Group for New Users", a Group they'll be added to in addition to the "All Members" Group. The Group you select will determine the role the users on your domain will have and the content they can access.

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Note

You can turn on domain discovery so that any user with an email address at your domain name can join your team through Guru's web app, or, turn on single sign-on (SSO) so users will only be able to log in through the chosen Identity Provider, but you cannot have both settings enabled at the same time.

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Enabling domain discovery for more than one domain

The URL Guru recognizes is determined by the admin turning on this feature.

If your company uses more than one email alias, you'll need to have admins from each email domain enable this feature on their end. This way, Guru will recognize multiple email domains for your workspace and allow users on those domains to easily join your workspace through domain discovery.

Removing a Guru user from your workspace

1. In Guru's web app, navigate to Manage and click Users and Groups > Users
2. Click the ellipses ("⋮") to the right of the user's name.

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Note

If SCIM is enabled and there is a swirl icon ("🔄") next to the user's name, user management is controlled in the Identity Provider (IdP). You cannot remove the user from Guru's web app and will need to remove the user in the IdP to update Guru.

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3. Select Remove from Team.
4. Click Remove user to confirm that you want to remove the user. Click Cancel to go back a step.

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​​Auditing and editing your users

We recommend removing any users as necessary before adding new users. This will prevent any accidental purchase of more seats than your team needs. For example, let's say your workspace currently has 100 users. You plan to remove 20 users from your workspace and add 30 new users. If you remove the 20 users and add the 30 new users within the same day, on your next bill date, you'll pay a prorated rate for 10 new users.

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Reassigning verification of the user's Cards

• If the removed user has created content, you will be asked to transfer the verifier responsibility of those Cards. Choose the person you would like to edit and verify that content. Collection owners and authors can create and edit Cards.
• If you remove a user that verifies content, Cards will be automatically assigned to the Collection owner Group as the new "Verifier". If no Collection owner is available, we reassign to the current top verifier in that Collection.
• If you anticipate removing a user, it will be helpful to reassign verification responsibilities of their Cards in the Card Manager before removing them.

Reassigning verification of the user's Cards when SSO/SCIM is enabled

• If your workspace is using SSO with Guru for user management, an admin will need to remove those users in Guru's Manage page. Upon removal, an admin will get a prompt asking them to reassign all Cards that the user is currently the Verifier for.
• If your workspace is using SCIM for user management, admins must remove users in the chosen identity provider (IdP). When you do this, the Cards will have no verifier, and there is no prompt to reassign verification responsibility.
• When Cards are without a Verifier, Guru automatically assigns the Collection owner Group as the new Verifier. If there is not a Collection owner Group available, Guru reassigns to the current top Verifier in that Collection.