The people doing the work every day are often the best source of AI and automation opportunities. The more people you involve in SilkFlo, the more opportunities you can uncover, assess and turn into value.
This guide explains how to invite users to SilkFlo: which role to give each person, how to invite people by email or with an invite link, what happens after they’re invited, and how to change a user’s role later.
Invite employees to contribute ideas, so your pipeline isn’t limited to what a small programme team can see. A broader network means more ideas to review, better opportunities to fund, and a pipeline that keeps growing long after launch.
You can invite people in two ways:
- Email invite — for named people who need a specific role.
- Invite link — for teams or groups who can sign themselves up.
The role you choose determines what each person can see and do in SilkFlo.
Before you invite: who needs which role #
A SilkFlo programme works best wide at the bottom and narrow at the top:
- Invite widely as Standard Users. The best ideas usually come from the people doing the work every day. Standard Users can submit and follow ideas and browse Explore, and they don’t use an Admin seat.
- Give Admin roles to the people who run the programme: those who triage ideas, build assessments and business cases, or make funding decisions. Each Admin role uses a paid seat. See Understanding User Roles in SilkFlo.
- Use collaborator roles for one-off help. If someone needs to work on a single idea, add them to that idea as a collaborator instead of upgrading their system role.
Two ways to invite #
There are two ways to bring people into your SilkFlo account:
- Invite by email: best when you know exactly who should join and which role they need.
- Share an invite link: best for groups, such as a workshop, a team channel or an all-staff announcement. Anyone with the link can sign up themselves.
Both live in the same Invite Team Members window.
Open the Invite Team Members window #
- From the side menu (everyone): click Invite Team Members, near the bottom of the side menu under “Invite your team and start collaborating”.
- From Settings (Admins): go to Settings > People and click Invite.
Which roles you can give #
The roles you can choose depend on your own role, and the rule is the same for email invites and invite links. You can give your own role or a lower one. Nobody can invite someone as Account Owner.
| Your role | Roles you can give |
|---|---|
| Account Owner | Program Manager, Idea Approver, Authorised User, Automation Sponsor, Standard User |
| Program Manager | Program Manager, Idea Approver, Authorised User, Automation Sponsor, Standard User |
| Idea Approver | Idea Approver, Authorised User, Automation Sponsor, Standard User |
| Authorised User | Idea Approver, Authorised User, Automation Sponsor, Standard User |
| Automation Sponsor | Automation Sponsor, Standard User |
| Standard User | Standard User |
If someone has more than one role, the highest one applies. See User roles and permissions in SilkFlo for what each role can do.
Invite people by email #
- Under Or invite by email, enter one or more addresses in Emails, separated by commas. For example:
[email protected], [email protected]. - Choose from Roles. The list shows the roles your own role lets you give (see the table above).
- Choose a Department.
- Click Invite Team.
Everyone in one batch gets the same role and department. To invite people into different roles or departments, send a separate batch for each.
Share an invite link #
An invite link lets people register themselves, with no account set-up needed from you. It suits workshops well: paste the link into the meeting chat and attendees are in within minutes.
- In the Direct link section, open the Anyone with this link joins as dropdown and pick a role.
- Click Generate Link.
- Click Copy link and share it wherever you like: email, Teams, an intranet page.
Everyone who signs up through the link joins with the role you picked. Anyone holding the link can use it, so for workshops and all-staff posts, Standard User is usually the safe choice. Invite the people who need more access by email instead.
Your account has one active invite link at a time. Under the link you’ll see how many people have registered with it and when it was last used.
Reset an invite link #
If a link has been shared more widely than you meant, click Reset link. The old link stops working straight away and a new one replaces it. Anyone who already signed up keeps their access.
What happens after you invite someone #
- Email invites: the person appears in Settings > People with the status Pending and gets an email inviting them to sign up. When they register and log in for the first time, their status changes to Active.
- Link invites: the person’s account is created when they register through the link, so they go straight to Active.
Inactive means a user’s access has been revoked. It isn’t the status for new invitees.
Change a user’s role later #
Roles can be changed under Settings > People. Only the Account Owner can change a user’s role.
FAQs #
How do I add a lot of users to SilkFlo at once? #
Use an invite link. Pick a role, generate the link once in the Invite Team Members window and share it in an email, a Teams message or a workshop chat. Everyone who registers through it joins with that role. If you know exactly who should join, invite them by email in one batch instead: enter all the addresses, separated by commas, and pick the role once.
Can a Standard User invite an Admin? #
No. Standard Users can only invite other Standard Users, by email or by link. Admins can invite people into their own role or a lower one. To give an existing user more access, the Account Owner changes their role in Settings > People.
What should I do if an invite link has been shared by mistake? #
Click Reset link in the Invite Team Members window. The old link stops working immediately and you get a new one to share. People who already registered keep their accounts.
