If you're onboarding a whole practice, sending invites one at a time gets old quickly. So we built a bulk invite flow that lets you paste in a list of email addresses and send them all together.
To get there, head to the team page and click "Send Bulk Invites". (You'll find this button in both the "Team Members" and "Pending Invites" sections.)
Walking through the flow
Once you're on the bulk invites page, the flow has three parts: paste your list, review what we found, and send.
Paste your list of email addresses
You'll see a big text box. Paste your list of emails in there.
We're pretty flexible about how the list is formatted. You can separate addresses with commas, semicolons, spaces, or new lines -- and you can mix plain email addresses with Name <email@example.com> style entries. Whatever's easiest to copy out of your spreadsheet, address book, or email client should work.
Here are a few examples of lists that work.
One address per line works great if you've got the emails in a column from a spreadsheet:
alice@example.com
bob@example.com
carol@example.com
A comma-separated list works just as well -- this is how addresses typically end up when you copy them out of an email's "To" line:
alice@example.com, bob@example.com, carol@example.com
If your list also has names attached, use the Name <email> format. (This is common when exporting contacts from an address book.)
Alice Smith <alice@example.com>
Bob Jones <bob@example.com>
Carol Patel <carol@example.com>
And if you've got a mix of separators and formats, we'll figure it out:
alice@example.com; bob@example.com; Carol Patel <carol@example.com>
When you're ready, click "Preview Invites".
Review what we found
We'll parse your list and group the addresses into a few buckets so you can see exactly what's going to happen before any emails go out:
| Bucket | What it means |
|---|---|
| "Ready to send" | These addresses will get a fresh invite. |
| "Already a team member" | These folks are already on the team. Nothing will be sent to them. |
| "Already has pending invite" | They have an open invite from before. We won't double-invite them. If you want to nudge them, use the "Resend" button on the team page instead. |
| "Duplicate within list" | The same email appeared more than once. We'll only invite each address once. |
| "Invalid email format" | These don't look like valid email addresses. Fix or remove them in the list. |
If anything looks off, click "Edit List", make changes, and preview again.
Send the invites
When the preview looks right, click the big "Send" button at the bottom -- it'll show exactly how many invites will go out (something like "Send 12 invites").
That's it. Everyone in the "Ready to send" bucket gets an email with a link, and they'll appear in the "Pending Invites" section on the team page.
Give your team a heads-up first
One quick suggestion: before you send out a batch of invites, talk to your team about Quill and let them know an invite email is coming.
We're all a little nervous about clicking links in emails these days -- and honestly, good. That's healthy skepticism in the wild. But it does mean that an out-of-the-blue invite from a service nobody's heard of can quietly land in spam, get reported as phishing, or just get ignored.
A two-sentence "hey, we're adopting Quill, you'll get an invite from them later today" goes a long way. Your team will know what to look for, and you'll get a much higher acceptance rate.
What if I have a really long list?
There's a maximum number of invites you can send in a single batch. If your list goes over that limit, we'll let you know in the preview, and you can split it into a couple of batches. If you have a large group and want to discuss the best approach, just email us and we'll help out.
Bringing a big group onto Quill and want a hand thinking through the rollout? Send us an email -- we're happy to help.
