The Strategic Importance of Team Invitations
Inviting teammates is more than just adding users—it's about building the foundation for your employee advocacy program. The right people, properly onboarded, with clear expectations create momentum that drives results. This guide covers everything from invitation strategy to ongoing team management.
Understanding TeamWins Invitation System
How Invitations Work
The Technical Process: 1. Admin sends invitation via email addresses or shareable link 2. Google SSO authentication - no passwords to remember 3. Automatic role assignment based on invitation settings 4. Welcome experience guides new users through first steps
Security Features:
- Admin approval - optional manual approval for new members
- Access revocation - immediate removal when someone leaves
Strategic Invitation Planning
Start Small, Scale Smart
Pilot Group Strategy (5-10 People):
- Natural connectors who have strong professional networks
- Early adopters who embrace new tools and processes
- Cross-functional representation from different departments
- Influential team members who others look up to
- Reliable contributors who follow through on commitments
Why Start Small:
- Easier to manage initial questions and feedback
- Build momentum with engaged core group
- Refine processes before broader rollout
- Create success stories to share with larger team
- Identify program champions for ongoing advocacy
Invitation Timing Strategy
Optimal Timing Considerations:
- Avoid busy periods - end of quarter, major project deadlines
- Align with business cycles - hiring pushes, product launches
- Consider team schedules - after team meetings or all-hands
Staged Rollout Approach: `` Week 1: Core pilot group (5-15 people) Week 3: Expand to department leads (additional 10-15) Week 5: Full department rollout (remaining team members) Week 7: Cross-functional expansion (other departments) ``
Step-by-Step Invitation Process
1. Access the Invitation Interface
Navigation Path: 1. Go to your TeamWins dashboard 2. Click the "Invite Team" button in the top header 3. Choose invitation method - individual emails or invite link
Invitation Methods:
- Email list - paste multiple addresses (one per line or comma-separated)
- Shareable link - copy URL to share in Slack or team channels
- Individual invites - personalized messages for key stakeholders
2. Choose the Right Roles
Member Role (Default for Most People):
- Participate in Assists and earn points
- View leaderboard and team activity
- Claim perks using earned points
- Access personal dashboard and statistics
- Cannot approve outcomes or modify settings
Reviewer Role (Limited Assignment):
- All Member capabilities plus approval permissions
- Review and approve Assist outcomes for bonus points
- Manage perk approvals (if configured)
- Cannot modify workspace settings or billing
When to Assign Reviewer Role:
- Managers who need to verify business outcomes
- Subject matter experts for specific Assist types
- Trusted team members with domain expertise
- People responsible for quality control
Role Assignment Best Practices: ``` Typical Team of 50 People: • 45 Members (90%) - individual contributors • 4 Reviewers (8%) - managers and leads • 1 Admin (2%) - program owner
Sales Team Example: • 20 Sales Reps → Member role • 2 Sales Managers → Reviewer role (verify meetings booked) • 1 Sales Director → Admin role (program oversight) ```
3. Craft Compelling Invitation Messages
The Power of Personal Context: Generic invitations get ignored. Personal messages with clear context drive engagement.
Template for Initial Pilot Group: ``` Subject: Help me test our new employee advocacy platform
Hi [Name],
I'm launching a pilot program to turn our collective network into measurable business results. Based on your connections in [specific industry/area], I'd love your help testing this.
What it is: TeamWins - a platform that makes it easy to help with sales intros, candidate referrals, and content sharing. Takes about 5 minutes when you can contribute.
What's in it for you: Earn points for perks you'll actually use - coffee credits, team dinners, learning budgets, etc.
This week's focus: [Specific ask - e.g., "warm introductions to VPs at manufacturing companies"]
Join here: [invitation link]
Questions? Just reply to this email. Thanks for being part of this!
[Your name] ```
Template for Department Rollout: ``` Subject: Introducing TeamWins - turn your network into team wins
Hi team,
After a successful pilot with [names], we're expanding our employee advocacy program to the whole [department].
The results so far: [specific outcomes - e.g., "12 warm intros leading to 4 qualified meetings"]
How it works: • Get notified about opportunities to help (intros, referrals, content sharing) • Use AI-generated messages you can personalize • Earn points for contributions and redeem for perks
This takes 5 minutes when you can help, and you earn points for rewards like: • Coffee credits and lunch vouchers • Team dinners and happy hours • Learning budgets and conference tickets
Join here: [invitation link]
The current Assist: [specific ask with clear targeting]
Questions? Ask me or check with [pilot group members] who are already using it.
[Your name] ```
Template for Cross-Functional Expansion: ``` Subject: Join our employee advocacy program - [Department] is seeing great results
Hi [Name],
Our [original department] has been using TeamWins for employee advocacy with excellent results:
• [Specific business outcome 1] • [Specific business outcome 2] • [Team engagement metric]
We're expanding to [their department] because [specific reason relevant to them].
What this means for you: • Opportunities to help with [department-specific asks] • Points and perks for contributions • 5 minutes of effort when you can help
Current focus areas: • [Assist type 1 relevant to their function] • [Assist type 2 that might interest them]
Join here: [invitation link]
Happy to answer questions or give you a quick demo!
[Your name] ```
The key to invitation success is treating it as a change management process, not just a technical task. Focus on the human elements—clear communication, personal value, and ongoing support—and the technical aspects will follow naturally.
