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Invite and Manage Users in Assembly

Manage user information as an admin in Assembly.

Last Updated: May 18, 2026

In this article:

Overview

This article is for Assembly admins.

Manage employees in Assembly by inviting them, updating their information, assigning roles, and controlling their permissions. If connected to an HRIS, employees sync automatically; you can also manage them manually.

User Status Tabs

Home _ Quantum Workplace 2026-05-18 16-59-56

  1. Click Recognition 
  2. Navigate to admin by selecting your profile icon, then click Admin
  3. Click 'User management' in the left sidebar within Assembly
  4. Click 'Manage users'

Active Tab

All currently active employees. Users become active when they accept their invite and log in for the first time.

Queued Tab (HRIS Only)

Employees waiting for admin approval to join (if your HRIS requires approval):

  1. Click the user or 'select all'
  2. Click 'Activate'
  3. Users move to the Active tab

Pending Tab

Invited employees who haven't yet accepted. They can accept by:

  • Clicking the link in their invite email
  • Logging directly into app.joinassembly.com and signing up

Manage pending users:

  • Click 'Delete' to remove them (moves to Deactivated)
  • Click 'Remind' to resend the invite

Deactivated Tab

Users no longer active in Assembly. To reactivate:

  1. Select the employee(s)
  2. Click 'Reactivate'

Manually Invite Employees

Invite One Employee

  1. Click Recognition
  2. Navigate to admin by selecting your profile icon, then click Admin
  3. Click 'User management' > 'Manage users' in Assembly
  4. Click 'Add user'
  5. Enter employee data
  6. Click 'Save'
  7. Employee receives invite and appears in Pending tab until they accept

Bulk Invite via CSV

  1. Click Recognition
  2. Navigate to admin by selecting your profile icon, then click Admin
  3. Click 'User management' > 'Manage users'
  4. Click 'Bulk add via CSV'
  5. Click 'Download CSV template'
  6. At minimum, enter employee emails (other fields optional but recommended)
  7. Save the CSV in CSV format
  8. Follow steps 1-4 above, click 'Upload CSV file'
  9. Review for errors (red) and mismatches (yellow)
  10. If no errors, click 'Yes, continue with upload'
  11. Employees appear in Pending tab

Update Employee Data

Manually Update One Employee

  1. Click Recognition
  2. Navigate to admin by selecting your profile icon, then click Admin
  3. Click 'User management' > 'Manage users'
  4. Select the employee
  5. Click 'Edit'
  6. Update relevant fields
  7. Click 'Save'

Bulk Update via CSV

  1. Click Recognition
  2. Navigate to admin by selecting your profile icon, then click Admin
  3. Click 'User management' > 'Manage users'
  4. Click 'Bulk add via CSV'
  5. Click 'Download CSV template'
  6. Enter employee emails (must match existing emails)
  7. Add updated values for fields you want to change
  8. Leave blank for fields you don't want to update
  9. Save and upload the CSV
  10. Review for errors and mismatches
  11. Click 'Yes, continue with upload'

Note: If connected to an HRIS, manually updated fields no longer sync with the HRIS.

Employee Profile Details

Job Title & Department

  • Auto-populated from connected HRIS if available
  • Can be manually added or updated
  • Add new titles/departments by typing and clicking 'Add'
  • Employees cannot update their own; controlled by HRIS or admins

Direct Manager & Direct Reports

  • Auto-populated from connected HRIS
  • Changes auto-sync if HRIS detects reports; manager role automatically assigned
  • Manually designate by selecting from user list
  • If manually updated, no longer syncs with HRIS

Hire Date & Birth Date

  • Hire date: Date employee joined (or position change date if updating)
  • Birth date: Month/day only (year not collected)
  • Used for anniversary and birthday bot celebrations
  • Employees can hide from profile; can exclude from birthday bot
  • If manually updated, stops syncing with HRIS

Work Location & Home Location

  • Work location: Office or work location affiliation
  • Home location: City/state/country where employee lives
  • Auto-populated from HRIS; if manually updated, stops syncing

Advanced Permissions

Admin Role

Grants full admin access and ability to perform most actions, including viewing private posts.

Manager Role

  • Automatically assigned if HRIS detects direct reports
  • Required for manager-specific features and reporting
  • Can be manually assigned

Frequently Asked Questions

Can I change an employee's email address?
No. Email is the unique identifier. To change an email, you must deactivate the old user and create a new one.

What if an employee is in Pending but hasn't received their invite?
Click 'Remind' to resend the invite. Confirm the email address matches; they must log in with the email they were invited with.

Can employees update their own roles or permissions?
No. Only admins can assign roles and permissions.