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Approving new members and confirming their email

Approving new members and confirming their email


Depending on how your account is set up, people who join may need an administrator to approve them before they get access, and you can also require members to confirm their email address. This guide explains when approval is needed, how to approve pending members, and how to verify a member's email.


Member approval is part of the plans that include multiple users: the Print Farm, School and Enterprise plans. See the pricing page for the full comparison.


What you'll find here

  • When new members need approval
  • Approving or removing pending members
  • Choosing who gets notified
  • Requiring members to confirm their email
  • Confirming a member's email manually


When new members need approval

You decide how strict joining is in Settings → Organization, under your registration settings. There are three options for security on registration:


  • No manual approval - anyone who joins gets in straight away.
  • Approve users without an organization email - people joining with an outside email address wait for approval, while those using your organization's domain get in automatically.
  • Approve all new users - everyone waits for an administrator.


People who join through single sign-on are trusted by your identity provider, so they're approved automatically.


In most setups, people you invited directly by email or link skip approval, they came from you. The exception is if you require approval for all new users, in which case even invited members wait until you approve them. Approval mainly matters for open registration, like a hub sign-up page.


Approving or removing pending members

When someone is waiting, a users needing approval card appears at the top of the Users page (you'll see it if you have permission to invite users).


  1. Open the Users page.
  2. In the approval card, review the people waiting.
  3. Approve the ones who should join, or remove the ones who shouldn't. You can do this one at a time, or tick several and approve or remove them together.


Approved members immediately become full members and start using a user slot. Removed people don't join and don't take a slot.


Choosing who gets notified

So pending members don't sit unnoticed, you can have SimplyPrint email someone whenever a new person is waiting. In your registration settings, choose who gets these notifications: nobody, all teachers (on School accounts), or specific members or email addresses.


There's also a notify user option in the approval card, which emails the person to let them know they've been approved or turned down.


Requiring members to confirm their email

Separately from approval, you can require members to confirm their email address before they can use the platform. Turn this on in your registration settings. It reduces the risk of fake or mistyped accounts, because each member has to click a link sent to their inbox.


Confirming a member's email manually

Sometimes a member can't receive the confirmation email, or you've verified their identity another way. If you have the Can confirm user email permission, you can mark their email as confirmed for them:


  1. On the Users page, find the member in the table.
  2. Open their row actions and choose to confirm their email.
  3. Confirm the prompt.


The member's email is then marked as verified, no link needed.


Manual confirmation is only available for members who belong solely to your account. If the person is part of more than one organization, they'll need to confirm their email the normal way.



Updated on: 16/06/2026

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