Invite User
Overview
Use Invite User to give someone access to a selected business, application, and subscription.
You can invite:
- an existing user already known to the system, or
- a new user by entering their details
During the invitation process, you also choose the business, the app, the subscription, and the application role that the person should receive.
Quick start
- Choose an existing user or select the option to add a new user.
- If inviting a new user, enter their first name, last name, and email address.
- Select the business.
- Select the application.
- Select the subscription.
- Choose the role the user should have.
- Click Send Invitation.
Main sections / fields / actions
User selection
Start by choosing who you want to invite.
You can either:
- select an existing user from the list, or
- choose the option to add a new user
This gives you flexibility depending on whether the person already has an account or is being invited for the first time.
Add new user
If you are inviting a new person, enter:
- first name
- last name
- email address
Make sure the email address is correct, as this is where the invitation will be sent.
Business
Choose the business the user should be invited to.
This determines which organisation the access belongs to.
App
Choose the application the user should access.
The available options may depend on the selected business.
Subscription
Choose the subscription the user should be linked to.
This step helps make sure the invitation is connected to the correct access and license arrangement.
Package or seat information
After selecting a subscription, the page may show information about the number of licenses already in use.
Review this before sending the invitation, especially if the subscription has limited seats.
Role
Choose the application role the invited user should receive.
The selected role controls what the user will be able to do once they accept the invitation.
Send Invitation
Click Send Invitation to create and send the invitation.
If everything is valid, the invitation is saved and a success message appears.
Clear
Use the clear option if you want to reset the page and start again.
Common tasks
Invite an existing user
- Select the user from the list.
- Choose the business.
- Choose the app.
- Choose the subscription.
- Choose the role.
- Click Send Invitation.
Invite a new user
- Choose the option to add a new user.
- Enter the new user’s first name, last name, and email address.
- Select the business.
- Select the app.
- Select the subscription.
- Select the role.
- Click Send Invitation.
Check seat availability before inviting
Before sending the invitation, review any license or seat information shown on the page to make sure the subscription can support the invited user.
What to expect after sending
If the invitation is sent successfully:
- a success message appears on the page
- the invited user can follow the invitation process using the email they receive
If there is a problem:
- an error message appears on the page
- you should correct the issue and try again
Common issues can include missing information, invalid email details, or subscription limits.
Tips and best practices
Double-check the email address
A small typing mistake can prevent the invitation from reaching the correct person.
Choose the correct business and subscription
Make sure the invitation is linked to the correct business and subscription before sending it.
Select the right role
The chosen role affects the user’s access, so review it carefully before confirming the invitation.
Check available licenses
If the subscription has limited seats, confirm there is enough capacity before inviting another user.
Troubleshooting
The app list is empty
Make sure you selected a business first.
The available apps may depend on the business you chose.
The subscription list is empty
Check that both the business and the app have been selected.
Then wait for the page to refresh and load the available subscriptions.
The new user fields are not showing
Make sure you selected the option to add a new user rather than an existing user.
The invitation will not send
Check that all required details have been completed:
- user selection or new user details
- business
- app
- subscription
- role
Also review any error message shown on the page.
The user says they did not receive the invitation
Check that the email address was entered correctly.
Ask them to check spam or junk folders, then resend the invitation if needed.
The invitation seems blocked by license limits
Review the current subscription usage and confirm that enough seats are available before trying again.
FAQ
Q: Can I invite someone who is not already in the system?
A: Yes. You can choose the option to add a new user and enter their details.
Q: Can I invite an existing user instead of creating a new one?
A: Yes. Select the person from the existing user list.
Q: Why do I need to choose a business, app, and subscription?
A: These choices define exactly where the user will have access and which subscription their access belongs to.
Q: What does the role control?
A: The role determines what the user can do after they accept the invitation.
Q: Why can I not send the invitation?
A: A required field may be missing, the email may be invalid, or the selected subscription may not allow more users.
Q: What should I do if the invited user does not receive the email?
A: Check the email address, ask them to check spam or junk folders, and resend the invitation if necessary.
Q: What should I review before sending an invitation?
A: Check the user details, business, app, subscription, role, and any seat or license information shown on the page.