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User & Teams FAQs

  • Updated

Do you still have questions about Users & Teams? We are here to help! 

 

In this section, we will answer these questions:

 

How do I ensure my Users get Spekit invites and Notification emails?

To avoid emails getting filtered as spam, as a best practice, we recommend you ask your IT Team to make the following changes to your email environment.

  • Add @spekit.co and @spekit.com to your Allowed Senders list.
  • Add the IP 168.245.110.76 to your Allowed Senders list.
  • If you use Office 365 Safe Links or a similar malicious URL protection service, do not rewrite https://*.spekit.co URLs.

 

If you have any questions, please contact Spekit Support (support@spekit.co).

 

Why does my invitation email link say it's expired, but I didn't click it?

Possible Causes:

  • Links are only valid for 24 hours. It will expire if the User does not accept the invitation within 24 hours.
    • Use the ‘Resend Invite’ button to resend the invitation 
    • Resolution:
  • If you are using Microsoft Office 365 with Safe Links, the Office 365 service is "viewing" the link to scan it for malicious code and rewrite the URL. This is immediately using and expiring the one-time code.
    • Ask your IT Team to do the following:

 

Can a User belong to more than one Team?

Yes, a User can be a part of more than one Team. Also, Users can have different Roles in each Team they are assigned to. For more information about the different roles see User Overview & Setup.

 

Is a re-invite sent to a pending User if added to a Team?

Yes, if a pending User is added to a Team another email will be sent. Click here to learn how to re-invite a user. 

 

Can a Team be cloned? 

A use case for cloning a Team would be to say you have Users on another Team where you want to have the same setup aside from removing particular Topics and/or a few Users.

 

1.) Open the Spekit Web App. 

2.) Click Settings. If Settings is not an option, reach out to your Spekit Administrator. 

3.) On the next screen should be Manage Teams & Users.  In the section labeled ‘Teams’ click on Manage Teams.

Settings_-_Manage_Teams.png

 

4.) Locate the Team to clone, then click Clone Team.

unnamed-44.png

 

5.) Enter the new Team name.

6.) Click Clone Team.

 

Note: Every setting on the original Team will be copied. Once the Team is cloned, edits can be made to the new Team. 

 

How do I view the number of Topics assigned to a Team Space?

Instructions for the Spekit Web App

1.) Hover your pointer over one of the Team Spaces tiles.

2.) You can quickly view the number of Topics associated with the Team in Spekit.

unnamed-45.png

 

Instructions for the Spekit Chrome Extension:

1.) Hover your pointer over one of the Team Spaces tiles.

2.) You can quickly view the number of Topics associated with the Team in Spekit.

unnamed-46.png

 

Can a User have more than one role? 

Yes, Users can have different roles based on the teams they are a part of.  

 

For Example: Jane Smith is a part of the following teams:

  • Team: Sale
    • Role: Team Admin
  • Team: Operations
    • Role: Expert 
  • Team:  Customer Success
    • Role: Viewer

 

How do I impersonate one of my Users to see their view?

An Admin can only impersonate a User who has accepted the invitation to join Spekit.

 

1.) Open the Spekit Web App. 

2.) Click Settings. If Settings is not an option, reach out to your Spekit Administrator. 

3.) On the next screen should be Manage Teams & Users.  In the section labeled Users click on Manager Users.

unnamed-47.png

 

4.) Select the users by

  • Searching for the user and clicking on their name.Screen_Shot_2022-10-24_at_1.35.08_PM.png

 

  • Use the filters and click on their name.Screen_Shot_2022-10-24_at_1.35.49_PM.png

 

5.) Click Impersonate User.

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6.) A new window will open Spekit with a notification at the top stating “You are currently impersonating <username being impersonated>”.

unnamed-49.png

 

7.) When ending the impersonation, click Stop Impersonating in the top banner.

unnamed-50.png

 

How can I tell how a User was authenticated?  Explanation of icons in the Spekit Web App.

From the Manage Users page in the Spekit Web App

  • When you click on the name of a person, you will see icons next to their names.
  • See below is what each icon indicates.

Cloud icon on the user - This user was invited via Salesforce and has a Salesforce ID for this org

unnamed-51.png

 

No icon on the User - This user was invited to Spekit via email and is using a Spekit username.

unnamed-52.png

 

Key & Lock icon on the User - This user has access to Single Sign-On (SSO) and is only managed in your Identity Provider (IDP) by your internal team.

unnamed-53.png

 

Key & Lock icon on Teams - This Team is synced to your IDP so some changes are only available through your IDP by your internal team.

unnamed-54.png

 

Spekit Chrome Extension icon - This user has the Spekit Chrome Extension installed.

unnamed-55.png

 

Outlook Add-In icon - This user has the Spekit Outlook Add-In installed.

unnamed-56.png

 

How can I reactivate a deactivated user?

To reactivate a deactivated user, you can go to the "Deactivated Users" section in Spekit and add the user back to a team. This action will reactivate their account, and they should receive an email invite to rejoin the team.

 

What if the deactivated user is set up with Single Sign-On (SSO)?

For users set up with SSO, the reactivation process depends on your SSO configuration:

  • Just-In-Time (JIT) Provisioning: You will need to follow the same process as above—add the user to a team in Spekit to reactivate their account and trigger an email invite.

  • SCIM Provisioning: If you are using SCIM for user provisioning, the user will be automatically reactivated without needing additional action from you once they are added to a team.

Feel free to reach out if you have any more questions or need further assistance!

 

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