This feature is in beta and limited release to customers. If you're interested in early access, please talk to your CSM. The Help Center article on the existing Program Access Settings is here.

Program access controls who can register for your program and which roles they can sign up for. This gives you flexibility to run highly targeted programs (like a High-Potential mentorship program) or broad programs open to your entire organization, while still controlling participation by role.

How Program Access Works

Programs start with no users having access. Users must be granted access before they can be invited and register. This makes it easier to:

• Control exactly who can register
• Track which users have access
• See which users have been sent email invites

Getting Started: Turn on Registration

Before you can set program access and invite users, you will need to complete registration setup.

1. Navigate to Registration → Setup for your program.
2. Complete the registration checklist by clicking Mark as Done for each item. This includes tasks like importing users, configuring questionnaires, reviewing notifications, and setting up matching.
3. Once all checklist items are complete, click Turn On Registration. Don't worry, no email invitations will be sent until you've added participants.

After registration is turned on, you’ll gain access to the Invite & Track section where you can manage program access.

For detailed guidance on completing the registration checklist, see the Turning Registration On/Off article.

Inviting & Tracking Users

Once registration is turned on, you will automatically be brought to the Registration → Invite & Track page where you’ll see:

• Users with Access – users who have can register in the program
• Registered Users – users who have completed registration

Once users complete registration for the program, they are moved from the Users with Access to the Registered Users tab.

Users with Access

The Invite & Track > Users with Access table shows all users who have been granted access, along with:

• Which role(s) they were invited for
• How they were invited
• When the invite email was sent

This makes it easy to monitor access, resend invites, and understand participation at a glance. Once users are invited and registration is open, they’ll be able to access the program and register for the roles they’ve been granted access to.

Adding Users

From the Users with Access table, click + Add Users to grant access. You have four ways to invite users:

Add specific users

Add specific users by selecting one of the options:

• Paste emails
• From Users table

Add specific users – Paste emails

If you decide to paste email(s), click Next, paste the emails you would like to invite, then click Next: Select Roles to continue.

From here you can select or update role(s) for each user one by one or in bulk. Users that you added with the "Paste emails” option default to having access to all roles, while users selected from the user table need to have their roles explicitly granted.

Once you're done, click Next: Invite Method to proceed.

From here, you’ll see a two invite options:

• Send invitations now
• Don’t send and copy a registration link
  • Note: Only users with access can register through this link.

You will also have the opportunity to preview the Registration Invitation email.

Add specific users - From Users table

Alternatively, if you select the "From Users table” option, you can select individuals in bulk and/or search and select with the search icon. Once you have selected the users, you would like to invite, grant or remove access to different role(s) one by one or in bulk by selecting Bulk Actions to confirm their role(s). Click Next: Invite Method once you’re done.

Similarly, click Next: Invite Method, and select one of two invite options:

• Send invitations now
• Don’t send and copy a registration link
  • Note: Only users with access can register through this link.

Add everyone at my organization

Adding everyone in your organization will grant access to all users in your Users table. For this option, any user in your organization can register for any available role in the program.

This works well for all-employee or open programs.

Add users with a filter rule

Set up rule-based access using user attributes such as department, seniority level, or other profile fields.

Only users who match the filter rules will be granted access and invited.

Specifying access for each role & match type

For programs with multiple roles (Mentor, Mentee, Colleague), you can set access to register at the role level.

For each role, you can:

• Allow everyone to register for that role
• Restrict role registering so that only users who meet a specific access filter can register for that role.

This allows you to, for example:

• Let everyone register as a Colleague
• Restrict Mentor or Mentee registration to only users from a specific department

If you select the “Only users who meet specific access filers can register” for a role, you will be prompted to add access rules. Click on + Add Access Rule to get started.

When you set an access rule for a role, participants will be unable to register for that role except when they meet the rules. In the example below, a participant will only be able to register as a Mentor if they are in the Accounting or Operations department. Click Save to continue.

Once your access filters are set, click Next: Review Users to review which users meet your access filters.

From here, you update access individually or in bulk. Click Next: Invite Method to continue.

From here, you can select one of two invite options:

• Send invitations now
• Don’t send and copy a registration link
  • Note: Only users with access can register through this link.

Invite Methods

Once users have been granted access to your program, there are a few ways you can formally invite them to your program:

• Registration Invitation
• Registration Link
• Automatic Invites

Note: You can invite by sending email/Teams invitations or sharing a registration link, which you can also copy and share anytime while registration is open if you prefer not to send notifications immediately.

Registration Invitation

Once users have been added to your program access table, you’ll be able to automatically send them an invitation email through Together. If you haven’t sent them a registration invite already, you can send the invite individually by clicking the three dots under Action > Send invite email.

You can also send email invites in bulk by selecting users > Bulk Actions > Send invite emails to selected.

Once users are sent the initial Registration Invitation email, they will also be sent the following cadence of emails until their registration is complete:

• Registration Invite Follow Up (after 2 days)
• Finish Registration Reminder (after 20 days)
• Welcome to the Program (after completing registration)

Registration link

If you don’t want to send an email to everyone in your organization with access, you can instead copy a link to register in your program, to post on a company intranet, newsletter or Slack channel.

This link can be shared directly with participants, but it will only work for users who appear in the Invite & Track table. Users who have not been invited will not be able to register, even if they have the link.

Even if you’re sending email invites for users in your program, you can also share and make the link available to help increase visibility of your program. 

Automatic invites

To maximize participation, you can enable Automatic Invites.

When turned on, the platform will automatically invite new users added to your Users table, as long as:

• Registration is turned on, and
• They meet any invite filters you’ve set

This ensures new eligible users are invited without manual effort.

Tracking Registered Users

The Invite & Track > Registered Users table shows all users who have registered for your program, including:

• Which role(s) they signed up for
• Date Invited
• Welcome Email Sent date 
• Welcome Email Status
• Date Registered

From here, you can also further modify which role(s) a user has access to, by manually setting them as ineligible to match as a certain role by clicking the three dots under Action.

You can also do this in bulk by selecting multiple users > Bulk Actions > setting them as ineligible to match as a role.

Users will not be automatically notified by email when they are granted access to additional roles – you will have to follow up with them manually.