Users and Invitations
In order to access Captello (whether the web-app or the mobile app), a user account is needed. Also, for a user to access the mobile app, an invitation is required.
When a user has an invitation, they have an authentication code generated that they can use to access the mobile app.
Essentially, an invitation is a grant for a user to access the mobile app.
Also, an invitation can be used to create a user.
Creating Users and Invitations
A user can be created using two ways:
Invitations (If you have access to Lead Capture)
Setup (through Users > All Users)
If you don't have access to lead capture, skip to the 'Creating Users From Setup' header.
This article goes through creating users in both ways, starting by the simpler way, using invitations.
Creating Users Using Invitations
If you have access to Lead Capture, using Invitations is a simple and quick way to create users, whether for the web-app or the mobile app. While creating an invitation, you can choose to add access to web-app to the user you are inviting.
Invitations can be used to create users individually or in bulk. Below are the steps to do it both ways.
Creating a User Individually
To create a user using invitations, navigate to 'Events > Capture > Invitations' and click on 'New'.
Select 'New' and enter the user's information.
Here is a detailed explanation of the shown settings:
Invitation Method: The way that the user will receive their mobile app credentials.
Groups: Capture forms that the user will have access to once invited.
Allow Web App Access: Gives the invited user access to the web app, also allowing you to select a Security Profile.
When 'Allow Web App Access' it's turned off, the user will only have access to the mobile app with the Sales security profile.
Once a user is invited, you will be able to view their auth code by clicking the 'eye' icon besides their name.
Alternative: Creating and Inviting Users From a Capture Form's Builder
Alternatively, the same invitation pop-up can be opened inside a capture form's builder, to create a user from a capture form builder, follow the steps below:
Click the name of the desired form to access its builder.
Navigate to the form's properties, then select the plus icon from 'User Access'.
The same pop-up will be launched to create a user.
Creating and Inviting a User from the Mobile App
Assigning access while inviting a user is also possible for an admin from the mobile app.
To invite a user from the mobile app, follow the steps below:
From the side menu of the mobile app, navigate to 'Admin'.
Click on the intended event and then click on the '+' sign.
Enter the user's name and email and click 'Invite'.
Creating Users in Bulk
To create a multiple users at once, navigate to 'Events > Capture > Invitations' and click the drop-down button, then click on 'Bulk Invitations'.
Then, upload a CSV file with the following columns:
firstName | lastName | mobilePhone |
Mobile phone can be left empty, however, the header is still required.
You can download a CSV template by clicking 'Bulk Invite CSV Template'.
Once the file is selected, you can optionally assign the users access to events.
Optionally, you can also allow the uploaded users web-app access.
Assigning Event Access for Existing Users
Bulk invitations can also be used to update existing users access to events. To update event access, simply upload the list of users using the steps above, and select the events before clicking 'Send'.
That concludes creating users using invitations!
Before exploring an alternative method for creating users, the process for granting web-app access to invited users is detailed below:
Adding Web-App Access to Invited Users
After a user is created without web-app access, they can be granted access by 'Activating' them. To do that, follow the steps below:
Navigate to 'Events > Capture > Invitations'.
Click on the desired user's name to access their user profile.
Click on the options drop-down and click 'Activate'. You may also consider changing the security profile for the user.
The invited user now has access to the web-app!
The other way to create users is through Setup, explained below:
Creating Users From Setup
When a user is created from Setup, they do not get a mobile app invitation unless invited later, or assigned access to an event (which automatically creates an invitation).
If you do not have access to lead capture, this is the only way to create a user.
To create a user from Setup, follow the steps below.
Navigate to Setup > Users > All Users
Click on the 'New' button.
Enter the users contact information and security profile.
The 'Activate and Send Email' toggle gives the user access to web-app, meaning that it it's turned off, the user will not have any access at all, web-app or mobile app, however, they will still be able to get invited and assigned access to capture forms, which will give them access to the mobile app.
Click 'Save'.
A user is now created!
When a user is created from Setup following the steps above, whether or not they have web-app access, they are not receive an invitation to access the mobile app until they are invited or assigned access to an event. Explained below is the process to assign access to events or send an invitation to an existing user.
Assigning Access to an Event for an Existing User (Automatically Creating an Invitation)
Assigning an existing user access to an event is a 2-in-1 step, since it automatically sends an invitation and adds access to the event for the user.
To add access to an event, click the drop-down of the desired event.
Click 'Access'.
Type in the names of the user or users and select them, then click 'Save'.
Notice that an invitation is created for the user in 'Events > Capture > Invitations', while at the same time, they are granted access to the event!
Alternative Way for Inviting Users and Adding Access to Events
Alternatively, the same actions can be taken inside the capture form builder, detailed in the steps below:
Click the name of the desired form to access its builder.
Navigate to the form's properties, then select the user(s) from 'User Access'.
Adding Access to an Event for an Existing User from the Mobile App
Assigning access while inviting a user is also possible for an admin from the mobile app.
To invite a user from the mobile app, follow the steps below:
From the side menu of the mobile app, navigate to 'Admin'.
Click on the intended event and then click on the '+' sign.
Enter the user's name and email and click 'Invite'.
Sending Invitations (Granting Mobile App Access) to Existing Users Without Adding Them Access to Events
The steps above explain the process of sending invitations and assigning access to events at the same time. It is also possible to invite an existing user to the mobile app without adding them to an event if needed. Follow the steps below to achieve that:
Navigate to 'Events > Capture > Invitations' and click on 'New'.
'Existing' is selected by default, and you will be able to select existing users from a drop-down list.
Viewing Auth Codes for Invited Users
Once a user is invited, you will be able to view their auth code by clicking the 'eye' icon besides their name as shown:
Changing Event Access Per User Invitation
Edit their invitation information such as their
Add/Remove events from 'Groups'.
Device Limit Per Invitation
Each invitation has a device limit, by default it's 0 (unlimited), unless the invitation was sent from an Exhibitor Portal.
Changing the Default Limit
Navigate to Setup > Events > Capture.
Scroll down to 'Invitation', under 'General Settings', edit the limit on the 'Auth Code Device Limit' textbox.
The default limit for exhibitor portal users cannot be changed. However, you can change the limit for individual users.
Changing the Limit for Individual Users
Edit their invitation information such as their
Change the limit on 'Auth Code Device Limit'.
Universal Invitations
A universal invitation is an invitation that always has no device limit. It is meant to be used by a group of people. It is optimal for external workers.
Deleting Invitations
Deleting an invitation revokes a user's access to the mobile app, however, it does not delete the user from the system, meaning that if they have web app access, they will not lose it.
Deleting a User's Invitation
To delete a user's invitation click on the 'Delete' icon to the right of their name or by clicking on the drop-down to the right of the user and then click on 'Delete'.
Devices Page
The devices page displays the device type, ID and Captello app version of each invited user.
A user can have multiple devices, each device will have a unique device ID.
Reaching a Device Limit
When a user is logged in on a number of device equal to their invitations device limit, they will not be able to log in on another device unless they are logged out from one of the devices they are logged in on.
If a device is lost, or for any reason cannot be logged out from, deactivating or deleting it will force a logout, allowing the user to use another device.
The differences between Deactivating and Deleting a device are as follows:
Deactivating: Keeps an entry of the device and prevents it from logging in unless re-activated.
Deleting: Deletes the device's entry, thus, allowing it to login again.
To deactivate or delete a device, follow the steps below:
Navigate to 'Events > Capture > Invitations > Devices'
Click the drop-down of the device, and click 'Deactivate' or 'Delete'.
Deleting a device can be done using the trash-bin icon as shown.
After deactivating or deleting a device, the device user will not be able to submit any leads, nor retrieve any submitted leads (although they will be able to see information that are already cached, such as leads submitted before the deactivation/deletion).
When the user relaunches the app, they will get the following message:
Invitation Email Content
The invitation email is the email that is sent out to the users with the credentials to the mobile app. To customize the email, follow the following steps.
Navigate to Setup > Events > Capture.
Scroll down to Invitation, and edit the email under 'Customize Email Invitation'.
Customize the subject line of the email and the content to your preference.
Click on 'Save'.
Security Profiles
Each user belongs to a security profile, which determines what permissions they have access to, both on the web app and the mobile app. For permissions affecting lead capture, refer to Lead Capture Security Profiles.
By default, users created using invitations are assigned to the Sales security profile (unless Web-app access is allowed and another profile is selected during the invitation). The Sales security profile has the least access to the least permissions out of the default security profiles (Marketing has more permissions and Admin has all permissions).
Security profiles, however, are completely customizable. By navigating to 'Setup > Users > Security Profiles', you will be able to edit the permissions for all the profiles.
As an admin, you can see and change each user's security profile by clicking their name to view their information.
