From 1 November 2022, it will no longer be possible to add people to Basecamp via an opt-in link. As such, the process for how people are invited to Basecamp and any Basecamp Project has now changed.
There is a two-step process to adding people:
- Invite the person(s) into the Basecamp account
- Add the person(s) into the relevant Basecamp Project(s).
To add people into Basecamp, click on green the ‘Invite people’ button underneath the logo.
You’ll then be asked to confirm the role of the person you are inviting. Select the middle option:
- An outside collaborator, partner, contractor, guest, etc.
When you click on ‘Next, enter their name…’ you’ll be taken to the screen where you can add the name, email address, title, and company name of the person you are adding.
To make adding users to a Project as easy as possible, we advise that you do the following for each person:
- Include your hub code as part of the Full name field e.g. John Smith WM2
- Put the person’s role and school name in the ‘Job title’ field
- Select your hub as the company name (use the format of hub code followed by hub name, e.g. WM2 - SHaW)
NOTE: For participants who are already in Basecamp, we recommend asking them to update their profile page to include both their first and last name, and your hub code, in the Name field. This will give you confidence you are inviting the right people into Projects.
You can add multiple people in one go. If you click on the ‘+’ sign, it’ll create another set of fields for another user. You can repeat this as many times as necessary.
NOTE: If you have, for example, ten people who are all going to be in the same Project, it makes sense to add those ten people to Basecamp together at the same time. In a later step, you can add them straight into the Project. However, if you add people who need to be assigned to different Projects, this won’t work. Our tip would be to add people in batches where that batch of people all need to be added to the same Project.
Once you have added all the people in the batch you are doing, you can add a personal note to the invitation email they will receive, and then click on ‘Email invitation now’.
The people will receive an email inviting them to Basecamp. This will include an option to decline the invitation if they prefer.
Once you have sent the invitation email, you will see the screen below appear:
If the people you’ve added can all be added to the same Project(s), click on ‘Set up which projects they can see’, otherwise click on ‘Not now, I’ll do this later’.
You’ll then see a list of the Projects you have access to, and can invite them into the ones you select.
First, put a check next to the Project(s) you want to add the people to. Then set whether they are ‘Just following’ or ‘On the Project’. (‘Just following’ means they only get notifications if they are explicitly @mentioned; ‘On the project’ means they’ll get all project notifications.)
Once you are finished, click on ‘Save changes’.
The people will get a second email notification informing them of their invite to the Project(s) you added them to. As with the account invite, they can decline if they prefer.
If you want to add people who are already in the Basecamp account to a new or existing Project, you need to open up the Project and then click on ‘Set up people’.
From that subsequent screen, click on the green ‘Add people’ button in the top left.
Once this screen has loaded, rather than immediately entering the name of the person in the ‘Who do you want to add to this project’ field, click on the ‘Or pick people from a company…’ link underneath.
That will then display a list of all the company names in use in our Basecamp account. Select your hub. You will then see a list of all the people who have your hub as their company name and can quickly put a check next to the names of the people you want to add.
Once you have finished selecting people, click on ‘Add selected people’.