Your Users are the staff and workers you rely on for your cause, organization, movement, or field team. Depending on the role they occupy within the account, you can set different permission levels for how much access a User has to your overall Ecanvasser account.
Adding a New User
From the "Users & Teams" page, select the INVITE USER button OR use the Invite User option available at the bottom left corner of your screen:
To send an invitation to join your account:
First, choose how you would like to invite your users: Email, Phone Number, or QR Code (if applicable).
Enter the email address(es) or phone number(s) of the individual(s) you wish to invite to the account. You can enter multiple email addresses and phone numbers at once. Note: Inviting users via their cell/mobile number is for Organizer and Lead Organizer roles.
Choose the permission level for the user.
Select the team you would like the users to join once they accept their invitation. You can click Next to skip this if you are not adding to a team.
Lastly, review your invite before sending it.
Invite with a QR code
QR Code Sign-Up allows your organization to onboard new users quickly and easily, without any manual data entry from your team. Users simply scan a QR code, complete their details, and are automatically assigned to the right team.
Users are granted the Organizer permission level by default when they sign up via QR code.
Setting up your QR Code
Step 1: Enable QR Sign-Up
Go to 'Users & Teams' in your Ecanvasser account and click INVITE USER.
Select the QR Code option to invite your users.
Click Enable QR Sign-Up
Step 2: Configure your QR code
Determine how you plan to share your code:
Copy a Sign-up link
Copy an Image
Downloaded PNG
Select the team that you want to automatically assign new members to. This can be left blank. In that case, these users will have access to the account but won't have access to any lists.
Team-Linked QR Code Use Cases
If a team is associated with the QR code, new sign-ups are added straight to that team. This is useful in a few common scenarios:
Scheduled list availability: if lists have been prepared, assigned to a team, and scheduled to become available at a specific date and time, link the QR code to that same team. Users scanning the code on the day will have the right list ready to go.
Training: set up a dedicated training team with its own list, used only for training purposes, and link the QR code to that team. New users scanning the code during onboarding are assigned to training data rather than live campaign lists.
Enable the Approval Flow if you want to review and approve new sign-ups before they are activated. When turned on, new sign-ups will require admin approval before the volunteer is activated.
How to Approve a User
Go to 'Users & Teams' and select the 'Invites' view; this is where you will also see the number of users pending approval.
Review the recipient details.
Click the Settings icon and approve or reject the user invite.
To approve multiple users at once, select all relevant users using the checkbox, then use the bulk Approve option.
How to Disable QR Code Sign-Up
Go to Users & Teams and click INVITE USER.
Select the QR Code option.
Click Disable QR Sign-Up.
Disabling the QR sign-up stops new users from joining via that QR code. You can re-enable it at any time by following the Step 1 instructions above for Setting up your QR Code.
How to Generate a New QR Code
Go to Users & Teams and click INVITE USER.
Select the QR Code option.
Click Regenerate Code.
Generating a new QR code permanently replaces the old one. The previous QR code will no longer work once a new one is generated, so make sure any printed or shared copies of the old code are no longer in use.
Bounce-back emails
Invite Emails Blocked Due to Repeated Bounces
There is a limit on the number of bounce-back invites that can be sent to invalid email addresses. To protect deliverability, Ecanvasser temporarily blocks an account from sending invite emails if more than 10 invites bounce within 24 hours. Invites will not be sent until the block clears.
To avoid this, make sure email addresses are entered correctly. If you are unsure of a user's email address, invite them using their mobile phone number instead.
What is a bounce?
A bounce means the invite email could not be delivered. Common reasons include an incorrect email address, a mailbox that no longer exists, a full inbox, or the recipient’s email security rejecting the message.
What to do now
Confirm which addresses bounced.
Check the list of invitees you recently added and look for typos or outdated addresses. If you have access to the bounce list in your email logs, confirm which addresses failed.
Stop sending more invites for now
Continuing to send invites while blocked will not help and can extend deliverability issues if the underlying problem remains.Fix the underlying cause
Correct any invalid addresses. Ask recipients to confirm the exact email address they want to use. If the address is valid but still bouncing, ask the recipient to check spam or quarantine rules and allowlist your sender domain.Wait for the block to clear
The block is triggered by bounces in a rolling 24-hour period. Once bounces drop back below the threshold, sending will resume automatically.If it is urgent
Use the alternative onboarding method by inviting the user by mobile number.
How to prevent this from happening again
Verify emails before sending invites
Copy and paste addresses directly from a reliable source. Copy and paste addresses directly from a reliable source rather than typing them manually.Invite in smaller batches
If you are inviting a large team, send invites in smaller groups. This reduces the chance of hitting the bounce threshold quickly if a subset of addresses is invalid.Confirm corporate email security settings
Some organisations block automated invites or unknown senders. Ask your IT team to allowlist the sending domain ecanvasser.com and to check quarantine policies.Avoid role-based or shared inboxes
Addresses like info@, sales@, and admin@ can be more aggressively filtered or misconfigured. Use named user addresses, where possible.Clean up old user lists
If you reuse previous lists, remove inactive or outdated users before resending.
Checking the Status of Invites
Go to Users & Teams and choose the 'Invites' view. From here, you can see the delivery status of your invites. To resend an invite or change a user's permissions, click the settings wheel next to that user.
To bulk resend invites, select all relevant users using the checkbox and resend.
User Permission Levels
There are 5 different permission levels for users within your Ecanvasser Account. The person who created the account is the Account Owner. There are 4 options for subsequent team members.
Account Manager: Has access to all features within the dashboard and mobile apps except billing administration (Account Owner may grant billing admin privileges to any account manager).
Staffer: Has access to most features within the dashboard and mobile apps. Restricted from creating lists.
Lead Organizer: Restricted access to mobile and dashboard. Has the ability to reflect on previous reports of houses or contacts that were interacted with in the past - these are your experienced organizers who can assist and lead other regular organizers and volunteers.
Organizer: Restricted access to mobile and dashboard.
Note: Access for all permission levels is limited to assigned contacts within the mobile app.
See more here.
As the Account Owner, you will need to invite others to join the account.
Once you appoint an Account Manager, this member can take responsibility for all aspects, excluding the billing and cancellation of the account.
There is a separate Billing Administration support article - visit here to learn more.
In deciding what level of access a User requires, consider the following:
Account Managers and Staffers are typically back-office or HQ staff
Lead Organizers and Organizers are based in the field
Account Managers are directing Organizers in the field
Staffers are addressing issues raised by contacts or interactions with contacts in the database.
Lead Organizers can reflect on previous reports of houses or contacts that were interacted with in the past - these are your experienced organizers who can assist and lead other regular organizers and volunteers
Generic team member accounts
Depending on the size of your account, you might know your entire team, or there may be a large number of volunteers who are not known to you, or who can only assist for a handful of days.
In instances such as this, rather than creating countless new User accounts every day, which may not ever be used again, you may want to consider creating generic accounts. These accounts can be used day after day by different individual users, with the account not being linked to any specific individual, but rather to email addresses you created specifically for this very purpose.
Follow these steps to create generic user accounts:
Set up a number of generic email addresses, for example:
Add these accounts as Users to your account, with the appropriate permission level (this will likely be Organizer unless you are having Volunteers interact from the Database page for a campaign effort such as Phone Banking)
When users arrive at a location point, have them log into the next available account after having downloaded the app.
These accounts can then be used by completely separate users every day, with a generic account assigned to them as they arrive to begin the day's work.
You may wish to take into consideration appropriate security procedures in using Ecanvasser in this manner. Namely, ensuring that the permission level assigned to these accounts is appropriate, and updating passwords on the generic accounts at appropriate intervals.
Accepting an invitation to join a campaign
Account invites can be issued either via email, SMS, or QR code, based on whether you input the new member's email address or mobile phone number.
If a user cannot find the invite, ask them to check their Spam/Junk/Promotions folder.
Changing team members' permissions
Please see this article on how to change the team member's permissions.
If you have any questions, please reach out to: support@ecanvasser.com