If you’re managing a team account on Solidroad, you know that getting new users up and running quickly matters. No one wants to babysit every click—or deal with confused coworkers who never logged in. This guide’s for admins, team leads, or anyone who just wants to stop wasting time on messy onboarding.
Here’s how to bring new people onto your company’s Solidroad account efficiently, without creating more work for yourself down the line.
1. Get your Solidroad admin basics right
Before you start inviting anyone, make sure you’ve got your own admin house in order. If you’re fuzzy on the basics, pause and brush up on the Solidroad admin docs.
What matters: - Know your role. Only admins or owners can add users. If you’re not sure if you have the right permissions, check under account settings first. - Clean up the account. Archive old projects and remove ex-employees. Nothing confuses new folks like a messy dashboard full of ghost data. - Double-check your plan limits. Some plans cap the number of users. Don’t find out the hard way that you’re maxed out.
What to ignore: Don’t stress about customizing every setting or integration right now. Get the basics sorted, then iterate.
2. Decide who needs access—don’t just add everyone
It’s tempting to invite the whole company “just in case.” Resist. Start with the people who actually need to use Solidroad right away.
Ask yourself: - Who will actually log in within the next week? - Who needs edit access, and who just needs to view? - Are there contractors or temps who should have limited access?
Pro tip: If you invite everyone at once, expect questions from people who aren’t ready—or don’t need it. Smaller batches = fewer headaches.
3. Prepare a “welcome” message (keep it short)
New users need to know two things: why they’re being added, and what they should do next. Don’t just rely on the generic invite email—most people ignore these, or flag them as spam.
What works: - Send a quick Slack/Teams message or email from you, not the system. - Include: - Why they’re getting access now - The link to log in and set their password - Who to ask if they get stuck (ideally, not you forever)
Sample message:
“Hey team—adding you to Solidroad so you can see our project timelines and updates. Look out for an invite email from Solidroad. Once you’re in, poke around and let me know if anything’s weird or missing.”
What doesn’t work: Writing a novel about every feature. People will glaze over and miss the point.
4. Invite users in small batches
Solidroad lets admins invite users by email. Do this in waves—never all at once—especially if this is your first time.
How: - Go to your company dashboard, find “Manage Users” or similar. - Click “Invite Users.” - Paste in a few emails at a time (5–10, tops). - Assign roles (admin, editor, viewer) based on what they’ll actually use.
Why small batches? - You’ll catch problems early (bouncebacks, weird permissions, spam filters). - It’s easier to answer questions when only a handful of people are onboarding at once.
Skip: CSV bulk uploads unless you’re sure your email list is squeaky clean and formatted right. It’s easy to mess up, and cleaning up mistakes is a pain.
5. Set up the right permissions (don’t “just give admin”)
It’s easy (and lazy) to make everyone an admin. Don’t. Only give admin to people who truly need to manage users or settings.
Breakdown: - Admins: Can invite/remove users, change settings, see billing. - Editors: Can create and edit projects, but not mess with users or settings. - Viewers: Can see data but can’t change anything.
Be honest: If you’re not sure, start people as viewers or editors. It’s way easier to bump up permissions than to deal with someone deleting a bunch of stuff.
6. Point new users to one or two key tasks, not the whole product
Most onboarding fails because people get dumped into a new tool with zero direction.
What helps: - Ask them to log in and complete one simple, real task. Example: “Update your profile” or “Check out the ‘Q3 Roadmap’ project.” - If Solidroad has in-app guides or tours, mention them—but don’t rely on them to do your job.
What to skip: Full team training sessions unless you’re onboarding a big group at once. Smaller teams do better with quick, informal check-ins.
7. Check who’s actually logged in (and nudge the slowpokes)
The best onboarding systems in the world won’t help if people don’t even sign in. After a day or two, check your user list to see who’s activated their account.
What works: - Send a polite nudge to anyone who hasn’t logged in: “Saw you haven’t joined Solidroad yet—let me know if you need help finding the invite.” - If someone’s stuck, offer to walk them through the login process. Usually, it’s just a missed email or password reset issue.
What doesn’t work: Public shaming or endless group reminders. One direct message is usually enough.
8. Share your “must-know” Solidroad tips (and skip the rest)
Every company uses Solidroad a little differently. Don’t overwhelm people with every feature—just show what matters for your team.
Examples: - “We track all deadlines in the ‘Milestones’ view—check here before asking about project dates.” - “If you need to request a change, use the ‘Feedback’ tab, not email.”
Pro tip: Make a quick FAQ or Google Doc for repeat questions. Update it as you go. Don’t spend hours making a pretty help guide—just answer what comes up.
9. Clean up after onboarding
A week or two in, take a minute to tidy up: - Remove anyone who never logged in (and doesn’t plan to). - Adjust permissions if you gave someone too much or too little access. - Ask for honest feedback: What tripped people up? What was easy?
Why bother? Little annoyances pile up fast. Fixing them now saves you (and everyone else) hassles later.
10. Rinse, repeat, and keep it simple
No onboarding process is perfect the first time. Don’t reinvent the wheel with every new user—just tweak your steps as you go.
Tips: - Save your welcome message as a template. - Keep a running list of common gotchas. - If Solidroad changes how invites work, update your process (but don’t chase every shiny new feature).
Final thoughts
Onboarding new users to Solidroad doesn’t have to be a pain. Stick to the basics: know who needs access, communicate clearly, and don’t try to do it all at once. Focus on making it easier for your future self, not just this week’s new hires. Keep it simple, pay attention to what actually helps your team, and adjust as you learn what works. That’s really all you need.