Manage ideas portal users

Ideas portal users are free and unlimited in every Aha! billing plan, so you can invite or import as many users as you want. This guarantees that you can hear from anyone you would like feedback from. It also means that you will likely want to manage your portal users. 

Each ideas portal you create has its own settings to help you manage users for that portal. You can invite, edit, and disable users, as well as follow links to ideas they have created, commented on, or voted on. 

To manage users for an ideas portal, open your ideas portal settings by navigating to either Settings ⚙️ > Account > Ideas portals or Ideas > Overview

  • From your account settings, click the name of the ideas portal whose settings you wish to edit.
  • From Ideas > Overview, click the Pencil icon by the name of the ideas portal whose settings you wish to edit. 

You will need to be an administrator with customization permissions to manage ideas portal users. 

Click any of the following links to skip ahead: 

Invite a single ideas portal user

When users submit ideas, they are automatically captured as portal users. To add users who have not yet submitted ideas, follow these steps to invite them to the portal:

  1. From your portal settings' Users tab, click the Add portal user button and then enter the user's name and email address.
  2. (Optional) Select the Employee checkbox to identify a user as an employee to provide more flexibility for idea visibility.
  3. Click Create to invite the user.


Import multiple ideas portal users

You may have multiple users — or multiple ideas — to import. If that is the case, navigate to Settings ⚙️ > Workspace > Import from CSV to bulk-invite users to your portal. 

Note: You can also import ideas, users, and votes from UserVoice by navigating to Settings ⚙️ > Workspace > Import from UserVoice. 

You can import the following ideas information:

  • Ideas
  • Ideas portal users
  • Idea votes (regular or proxy votes)
  • Idea organizations (used in proxy voting)


Resend an invitation to an ideas portal user

If you previously invited a user to the ideas portal but they have not received the invitation email, ask them to check their spam folder to make sure it was not routed there. If they still have not received the message, follow these steps to resend the invitation:

  1. From your portal settings' User tab, click the user's name.
  2. Click Resend invite.

If you are still having trouble, contact us for additional help.


Edit an ideas portal user's profile

  1. From your portal settings' Users tab, click the user's name.
  2. Edit the user's profile.
  3. Click Update portal user to save your changes.


Reset an ideas portal user's password

  1. From your portal settings' the Users tab, click the user's name.
  2. Click Send password reset. The user will receive a password reset email. 


Disable or delete an ideas portal user

Sometimes it is necessary to disable or delete users because they have changed employment or you wish to prevent them from adding or viewing ideas

  1. From your portal settings' Users tab, hover over the user's name, then click the More options button.
  2. Click Disable or Delete. 


  • Disabled portal users can be reactivated at a later time.
  • Deleted portal users are removed permanently. If the user has submitted, voted, or commented on ideas, their content will be retained but the user information will be deleted. If the user has not had any activity, the user information will be deleted entirely. 


Unsubscribe or resubscribe ideas portal users from notifications

If a single user doesn't want to receive notifications, you can opt out of notifications for them by following these steps. They can also unsubscribe to any emails they receive. 

  1. From your portal settings' Users tab, hover over the user's name, then click the More options button.
  2. Click Unsubscribe. To resubscribe the user, click Resubscribe.

You can also unsubscribe all users from notifications for an ideas portal. 

  1. From your portal settings' Users tab, click the More options button at the top of the user list. 
  2. Click Unsubscribe all portal users

Note: Individual ideas portal users can always opt back in to idea notifications.


View a portal user's content and activity

User management is about more than just the administrative aspects. The Users tab also allows you to engage with any ideas your users have created — and any actions they've taken on your ideas portal. 

  1. From your portal settings' Users tab, there are three columns beside each user: IdeasComments, and Votes. If your user has created an idea, left a comment, or voted for an idea, you will see clickable numbers in these columns. 
  2. Click any number. Aha! will generate a list report based on that user's content or actions. From there, dive into the data. 
  3. Enjoy! 


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