Inviting users to Ramp

Note: This article primarily applies to Ramp Administrators. Cardholders may find other articles in the Ramp overview section to be more applicable.

Overview

Once you've set up your account, you can invite your entire company to start managing funds on Ramp. Inviting a new user to your Ramp account is easy. This article will cover the following:

Invite information

Sending out invites

When inviting users to Ramp, some required and optional inputs need to be populated.

Required fields:

• Email address
• Department (not applicable for Developer Admin or Vendor Network Admin roles)
• Location (not applicable for Developer Admin or Vendor Network Admin roles)
• User role ( for information on user roles, please visit this article )
• Manager (required for non-admin roles. Optional for admin roles)

Optional fields:

• Funds or Spend Programs
• Deactivation date (defaults to 6 months for Guest users, but can be changed or removed)

You may choose to auto-issue a Ramp card linked to funds to new employees. Auto-issued cards and funds do not need to be configured when inviting the user. For more information on this, please review our Spend Program article.

Guest and Vendor Network Admin invites

Guest users: When you invite a Guest user, the deactivation date defaults to 6 months from the invite date. You can adjust or remove this date during the invite process. If no deactivation date is set, the guest remains active until manually deactivated. Guest users cannot be issued physical cards. The Guest role requires Ramp Plus.

Vendor Network Admin: This role is intended for external users who manage vendor relationships. The department, location, and manager fields are hidden during the invite process since these fields do not apply to external users.

How invites work

When you invite a user to Ramp, they receive an email with a secure link to sign up and join your business on Ramp. Invite emails are system-generated and cannot include a custom message, so consider sending your own announcement (email, Slack, etc.) letting employees know to expect an invite from Ramp. You can share the Getting started as a User guide to help them through the onboarding steps.

By default, invites expire after 14 days. Your admin can adjust this window (from 1 to 365 days) in invite issuance settings. Invites sent through SCIM provisioning expire after 90 days.

To resend an invite, go to People > All > click the Pending invites link, then click the paper plane icon next to the invite you want to resend. You can also select multiple invites to resend at once. Alternatively, if pending invites exist, you can find them under the People > Invites tab.

When you resend an invite, Ramp resets the expiration timer. The invitee should use the link from the most recent invite email.

Invites can also be deleted before they are accepted. To delete an invite, locate the user in the Pending invites list and click the trash can icon. This deactivates their pending invite immediately.

Check out this article for more information on user sign-up.

Inviting a single user to Ramp

To invite a single user to Ramp:

1. Go to Company > People > click the " Invite people " button (on the top right)
2. Select the user role for the invitee
3. Input the required fields (and any optional fields)
4. To issue a Ramp card, toggle on " Issue a physical Ramp Card " and select funds the cardholder can spend
5. Click " Send invite "

Bulk invite users to Ramp

For bulk inviting guests, see here

If you need to invite several users at once, you can send out invites using a CSV. Note that your Ramp account can have unlimited users.

To bulk invite users:

1. Go to the Company > People > click the " Invite people " button (on the top right). Click " Download template " to download the CSV template.
   
2. Fill out the required fields (and any optional fields).

• Required and optional fields are listed and explained on the Bulk invite screen.

3. To bulk issue cards to invited users, the following fields are required unless marked optional:
   
4. Import the CSV file.
   
5. Select if you would like to ship physical cards in advance, and enter the shipping address.
   
6. Send invites.

Using HRIS to invite users

Ramp can integrate with many common HR systems. For more information on how to set this up and invite users, visit HR Integration

Invite by link (campaign links)

Invite campaigns let you share a single sign-up link (or QR code) that anyone you give it to can use to request a Ramp invite themselves, instead of you typing each email into the invite form or a CSV. They're useful for events, conferences, and onboarding cohorts where you don't have the full list of email addresses up front. To create one, go to People > click the Invite dropdown > Invite by link. You need the same permission as other invite paths (the Invite users permission, included in the Admin and Owner roles by default).

Each campaign acts as a template: when someone submits the form, the new user is created with the campaign's preset department, location, direct manager (optional), role, and (optionally) Spend Program. Roles are limited to base employee roles and the Guest role — campaign links cannot grant Admin, IT Admin, Bookkeeper, or Finance Admin. You can also set a maximum number of invites per campaign (up to 500), and restrict accepted email domains (for example, only @yourcompany.com) so the link can't be used by anyone outside your organization. Leaving the email domain list empty means no domain restriction.

Once the campaign is created, open its detail drawer to copy the shareable URL or download a QR code as a PNG. The link looks like https://app.ramp.com/invite/\<id> and is unauthenticated — anyone with the link can submit the form, subject to the limits above. Recipients fill in their first name, last name, and email; Ramp then sends them a standard invite email and they accept it the same way as any other Ramp invite, including signing in via SSO if your business requires it. People who sign up through a campaign show up in the Pending invites list until they accept.

To manage an active campaign, open its detail drawer. The Danger zone has two actions: Generate new link rotates the campaign's token so the previously shared URL stops working immediately (people who already accepted keep their accounts), and Delete campaign removes the campaign and optionally revokes any outstanding pending invites and deactivates users who joined through it. Use Generate new link if a link was shared more broadly than intended, and use Delete campaign when an event or hiring cohort is finished.

Invite accounting firms

Note that if you're inviting your Accounting Firm (External), you can invite them through the invite drawer in the People tab or via the Accounting Firm tab.

(Plus only) missing manager or IT Admin invite permissions?

If you are in the Manager or IT Admin role and your business is on Ramp Plus, you might not see the ability to invite users to Ramp. That is because your business Owner or Admin may have removed this permission from the Manager or IT Admin role capabilities. You can contact them for more information, and refer to this article for more information on role permissions.

Troubleshooting invite delivery

If a user reports that they did not receive their invite email, try the following steps:

• Check spam or junk folders. Invite emails sometimes get caught by email filters.
• Verify the email address. Confirm the email was entered correctly in the invite. A small typo can prevent delivery.
• Whitelist Ramp's sender domain. Invite emails come from Ramp. Ask your IT team to add Ramp's sender domain to your organization's email allowlist.
• Resend the invite. If the invite was delivered but the link is not working, ask an admin to resend the invite from the Pending invites list. Resending resets the expiration timer. The invitee should use the link from the most recent invite email.
• Delete and re-invite if the email bounced. If the invite email bounced (for example, due to a typo in the address), the admin needs to delete the invite and send a new one to the corrected email address.

Frequently asked questions

Can I issue an employee funds at the point of invitation?

Yes, users can be issued funds at the point of invitation to Ramp.

Do employees have to accept an invite before being issued funds?

Employees must receive and accept an invite to Ramp before they can activate their funds.

Can I invite a user or issue a card for someone who does not have an email address?

Ramp requires an email address for every user invite, including employees, contractors, and cardholders. There is no way to create a Ramp user or issue a card without providing an email address. Inviting a user by phone number only (without an email) is not supported. For people who are already Ramp users, admins can issue physical or virtual cards without entering the email again.

For employees who do not have a company email address, such as field workers or frontline staff, you can use their personal email address instead. The invite does not require a company-domain email, but depending on the invite path and your settings, Ramp may ask you to confirm the external email, keep some admin invites pending until another admin approves them, or block the invite because the email domain does not match your business.

If you use an HRIS integration to sync and invite employees, any employee record in your HR system that does not have an email address is skipped during the sync and does not appear in Ramp. To add these employees, invite them manually with an email address.

Why am I unable to invite someone? It says the email is already associated with an account

This can happen for a few reasons:

• The person is already on another Ramp business. You can still invite them — Ramp will recognize their email and add your business to their account via unified sign-in . No action needed from the other business.
• A pending invite already exists for this email. Check the Pending invites list under People > All to see if an invite was already sent. You can resend or delete it from there.
• The user was previously deactivated. If the person was a former employee who was deactivated on your business, reactivate them from the People page rather than sending a new invite. See Help an employee regain access to Ramp .
• The person signed up for Ramp independently. Sometimes users apply to Ramp on their own before receiving a company invite. In this case, contact Ramp Support to have their standalone account removed so you can re-invite them under your business.

What if I get an SSO error when accepting my invite?

If your admin has enabled SSO (single sign-on) as a sign-in method for your role, you may need to accept the invite using your SSO sign-in. Common errors include:

• A mismatch between the email in your SSO provider and the email used for the invite
• SSO not being configured for your email domain
• Your role is configured for a different sign-in method (for example, email and password or Google SSO)

Check with your IT Admin to verify which sign-in method is enabled for your role and that your invite email matches your SSO identity. For more detail, see Signing in to Ramp for the first time.

What are the CSV requirements for bulk invites?

The CSV must include the following required columns: first_name, last_name, email, and role. Optional columns include department, location, manager_email, deactivation_date, and card-related fields.

Common errors include:

• Duplicate email addresses in the file
• An email that is already associated with an existing Ramp user
• Invalid role names

If validation fails, the entire CSV is rejected — fix all errors and re-upload.