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Inviting email users

Send an email invitation to add a new user who has a corporate email address. The recipient receives a one-time link that lets them set their own password and complete their profile.

Who this is for

Administrators - Quality Admin, HR Admin, and Corporate Admin.

Non-Corporate Admins can only invite people into their own department.

Before you start​

  • You need the person's work email address.
  • Choose their role before sending. You cannot invite without choosing one. See Roles and permissions if you are unsure which role to assign.
  • If you are a Quality Admin or HR Admin (not Corporate Admin), you can only invite people into your own department.

Send an invitation​

  1. Go to Users in the sidebar.
  2. Click Invite in the top-right area of the page.
  3. The dialog opens in email mode by default. Make sure the Shop-floor employee (no email) toggle is off.
Screenshot pendingInviteUserDialog with email mode active, toggle off
  1. Enter the person's email address.
  2. Choose a role from the dropdown. The options are:
    • Quality Admin
    • HR Admin
    • Team Lead
    • Employee
  3. Optionally select a department and a location to pre-assign the person to an organisational unit.
  4. Click Send invitation.

The recipient receives an email with a link. When they follow it and set a password, their account becomes active and they appear in the Users list.

Duplicate invitations

If an email address already belongs to an active account or has a pending invitation, you will see a generic error. This is intentional. The system does not distinguish between "already a user" and "already invited" to prevent email enumeration.

Rate limits​

Each admin can send up to 30 invitations per hour. If you hit this limit, wait and try again.

What happens after you send​

  • An invitation record appears in the Invitations tab with the status "Pending".
  • When the recipient accepts, the status changes to "Accepted" and a new row appears in the Users tab.
  • The invitation link expires after a period set by your system operator. If it expires, you can re-invite with the same email address.
Audit trail

A create audit event is recorded when the invited user completes sign-up, capturing the email address, role, department, and location. You can review it in the Audit log.