Invite Users

Here, network administrators have the option to invite new users to the network.

Invitations history #

After clicking on ‘Invite users’, the admin is taken to a main page which displays the invitation history. In addition to the invitation recipient, you can see who issued the invitation (author) and when it was issued. Clicking on the info icon on the right allows you to show the invitation text that was sent. 

Invitation status #

An invitation can have different statuses, which are shown in the column on the far left. The following statuses are possible:

• Open: The invitation has not been processed by the recipient. 
• Accepted: The invitation has been processed by the recipient, but the registration process has not yet been completed. There is no active network membership yet.
• Rejected: The invitation has been declined by the recipient.
• Obsolete: The invitation is no longer required as the registration has been completed by other means (e.g. as the user has registered on their own).
• Revoked: The invitation has been revoked by a network admin. The invitation is not valid any more.
• Joined: The invitation has been accepted and the registration process has been completed. After joining, the user’s profile is also linked to the invitation.

Filter #

The individual invitation statuses can be filtered using the dropdown at the top left above the invitation history. This allows you to view, for example, all open invitations at a glance.

Search #

The search feature allows you to search for individual invitations by email address and/or name.

Revoke invitation #

Invitations that are still open can be revoked using the ‘x’ icon on the right. Registration via the link contained in the email is then no longer possible.

Renew invitation #

Invitations that are still open can be renewed by clicking on the ‘repeat’ icon. The invited person is then sent another email with a registration link.

Bulk processing #

Invitations that do not have the status ‘accepted’ or ‘joined’ can be renewed or revoked for several users at the same time. Ticking the checkbox to the left of the username preselects the user for bulk processing. If the checkbox at the top of all users is ticked, all users are selected at once. A field with the options ‘Renew invitation’ and ‘Revoke invitation’ appears below the table.

By clicking on one of the options, the desired action is carried out for all selected users.

For invitations that already have the status ‘accepted’ or ‘joined’, the checkbox is greyed-out and the user concerned cannot be selected for bulk processing. Similarly, if you select multiple invitations, one of the options ‘Renew invitation’ or ‘Revoke invitation’ may be greyed out if the status of one of the selected invitations does not allow this option. For example, an invitation with the status ‘declined’ cannot be revoked.

New invitation #

Clicking on ‘New invitation’ at the top right above the invitation history takes the network admin to the invitation screen.

This is divided into two tabs:

Email #

The email tab can be used to invite individual people to the network. The only mandatory field is the email address. The invitation is sent to this address and the user can use it to log in after registration. You can also enter the user’s name.

Below this is the standard invitation text. The text can be edited here once for this invitation or edited for all invitations by clicking on ‘Edit standard invitation’. Important to note here is that the $Link item must not be removed, otherwise the email will not contain a registration link.

Finally, you can decide whether a standard user or a guest user should be invited for each invitation.

New users can also be assigned group memberships directly. To do this, select the groups in which the new user should be a member.

Channel subscriptions can also be assigned in the field below. As with group assignments, simply type the first letter of the desired channel in the corresponding text field and then select it.

Email list #

To invite multiple users at once, you can use the second tab, ‘Email list’. A CSV file can be used to import the information ‘Last name’, ‘First name’ and ‘Email address’ (columns 1-3) for several users at the same time. You can also assign group as well as channel memberships to the new user from the 4th column onwards. Either a group slug or the group URL can be specified for this, or the channel slug or channel URL. For invitations with automatic group memberships, “Groups/” must be used as the prefix before the group slug. For automatic channel subscriptions, “Channels/” must be used as the prefix before the channel slug.

The “slug” is the last part of the URL that begins after the last “/” (forward slash).

Example user John, member of two groups (committee “Occupational Safety” and department “Human Resources”), with group slugs:
John;Doe;john_d@example.com;groups/occupationalsafety;groups/humanresources

Example user John, member in two groups (for example), with group URLs:
John;Doe;john_d@example.com;https://network.url/groups/safety;https://networke.url/groups/personal

Example user Farina, member of one group (committee “Occupational Safety”) and subscriber of a channel (“Personnel News”) with slugs:
Farina;Doe;Farina.Doe@example.com;groups/occupationalsafety;channels/personnel-news

Please do not include any column headers or headlines, only include the data that should be imported.

You can then edit the subject of the email and the standard invitation text. Important to note here is that the $Link item must not be removed, otherwise the email will not contain a registration link.

You can also specify the user type in the same way as for email invitations. This allows you to invite several standard users or guest users at the same time via an email list. Standard users are always preselected.

Edit standard invitation #

Network admins can find the item ‘Edit standard invitation’ in the context menu next to ‘New invitation’. The subject and text of the invitation email can be edited here. If a new invitation is created, the standard text configured here is suggested.

The network admin can then customise this text for each invitation.