Improve collaborator on-boarding experience

🔍 Problem Statement

The current process of adding collaborators in Pelcro is time-consuming and inefficient, particularly for clients like Crain that manage multiple Pelcro accounts.

When a new employee needs access to multiple accounts, admins must invite them separately to each account, resulting in approximately 15–30 invitation emails. The collaborator must then accept each invitation individually to activate their access.

Additionally, if an invitation expires or is not accepted, admins must delete the pending collaborator and add them again to generate a new invitation.

This creates unnecessary administrative effort and complicates collaborator onboarding.

💡 User Story

As a Pelcro admin managing multiple accounts, I want to invite and manage collaborators more efficiently across all my Pelcro accounts, so that employees can access their assigned accounts without receiving multiple invitation emails or having to complete repetitive activation steps.

🎯 Definition of Done (DoD)

1. Send Invitation Emails Only to New Users

Given a collaborator has never registered with Pelcro, when an admin adds them to an account, then send an invitation email to complete their initial account setup.
Given a collaborator already has an active Pelcro login, when an admin adds them to another Pelcro account, then grant access without requiring another registration or invitation acceptance.
Ensure existing collaborators can access newly assigned accounts using their current login credentials.

2. Allow Admins to Resend Invitations

Given a collaborator has not completed their initial account setup, then provide a Resend Invitation option.
Given an admin clicks Resend Invitation, then generate and send a new invitation email without requiring the collaborator to be deleted and re-added.
Ensure the latest invitation link allows the collaborator to complete their registration successfully.

3. Simplify Multi-Account Collaborator Access

Given a collaborator already has an active Pelcro account, when they are added to additional Pelcro accounts, then their access should not remain in a Pending status awaiting individual acceptance.
Given a collaborator is assigned to multiple Pelcro accounts, then they should be able to access all authorized accounts using a single login.
Eliminate the need for collaborators to accept a separate invitation for every additional account.

4. Centralized Collaborator Management (Nice to Have)

Provide a centralized interface where authorized admins can view collaborators across multiple Pelcro accounts.
Allow admins to add an existing collaborator to multiple accounts from one interface.
Allow admins to remove collaborator access from selected accounts without switching between accounts.
Display the accounts each collaborator has access to, along with their corresponding roles and permissions.
Ensure all actions respect existing account-level permissions and access controls.

Feedback:

The process for adding a collaborator in Pelcro is clunky and error-prone, especially for Pelcro clients with multiple accounts.

When we hire a new employee, we often end up adding them as a collaborator on all of our Pelcro accounts. This results in them receiving 15 to 30 invite emails, and they must click a link in each email to confirm each account. Should they fail to do so, we must delete their collaborator record in each account, and re-add them to generate a new invite email.

Here is what I would suggest:

Pelcro should only send an invite email to the user if they have not yet set up their login details (name, password, etc).
For users that fail to set up their login details, Pelcro should provide some mechanism for admins to re-send the invite email or some other way for them to finish the process.
Adding a collaborator to additional Pelcro accounts should not put them in “pending” status and should not require them to click a link for each account.
Nice to have: a centralized interface where admins can view/add/remove collaborators across all Pelcro accounts without having to switch between accounts.