Invite users and get them signed in

Every person who works in NirmaanOne is invited by email and holds one role, which decides what they may see and do. This task takes an administrator through sending the invitation and the invitee through accepting it, and covers the resend when a link has expired.

Before you start

• The role the person should hold exists and is active. The default roles (Finance Lead, Project Manager, Accountant, Sales Manager, Sales Executive, Rehab Officer and the rest) are there from sign-up; tailor one or make your own on Roles & Permissions first if none fits.
• The person's email address isn't used by any account on NirmaanOne, in any organization. Email is the sign-in name.
• How long the link stays valid is set on Organization under Invitation links expire after (hours): 72 hours by default.
• Permissions, in the role editor's words: the Create permission on Users to invite, the Edit permission on Users to resend, and the View permission on Roles & Permissions to see the roles in the form. In the default roles only the Administrator can invite.

Steps

1. Open the account menu in the top bar (your avatar and email), choose Settings, then the Users tab. The Users list opens with "People in your organization, their roles and invitation status."
2. Click Invite New User at the top right. The Invite New User card opens above the grid: "They receive an email with a link to choose a password. Their email is their sign-in name, and they are added to Contacts as a User."
3. Fill Email and First name (both required), and if you like Last name and Phone ("Optional; it goes on their contact record."). Choose the person's Role from the list of active roles (a role marked Default for invites is chosen already); its description appears underneath, and the hint reads "A user holds one role; change it later from the user's panel."
4. Click Send invitation. You see "Invitation sent to <email>." (or "<email> invited (email not sent)." when the mail could not go out), the form clears, and the person appears in the grid with the status Invited and their role in the Role column.
5. The invitee opens the email "You are invited to <organization>" and clicks its link. The page Join <organization> opens, headed "Choose a password for <email>. You will have the role <role>."
6. The invitee types a Password ("At least 8 characters with a letter and a digit") and the same again in Confirm password, and clicks Accept invitation. They are signed in and the Dashboard opens with "Welcome to NirmaanOne!". Back on the Users list their row now reads Active, with the date and time under Last sign in.
7. If the link has expired before they accept, the row reads Invitation expired. Click the mail icon on the row (tooltip "Resend invitation"). There is no confirmation: you see "Invitation re-sent to <email>." (or "Invitation renewed for <email>." when the mail could not go out) and the row returns to Invited. Every earlier link stops working, so the invitee must use the newest email.

What happens next

• The person signs in on the Sign in page with their email and the password they chose. Their email counts as verified, since the invitation reached their inbox.
• A contact of type User with their name and phone now exists under Masters > Contacts and is kept in step with the user.
• What they see is decided by their role. To change it later, use the pencil on their row (Edit role & access) and Save changes; the change reaches them when their session is next renewed, within about 15 minutes.
• If your organization requires two-factor authentication, the new user sees a red banner "Your organization requires two-factor authentication. Until you set it up, most pages will refuse to load data." until they set it up on My Profile. See Two-factor sign-in.
• An invitation that will never be accepted can be withdrawn with the trash icon Revoke invitation (the Delete permission on Users). The dialog "Revoke invitation?" warns that the invitation will stop working and the pending account is removed; click Revoke.

If something goes wrong

• "An account with this email already exists." under Email: the address already belongs to an account, possibly in another organization. Use another address. See Already exists.
• The Role list reads "No roles available." and the invitation can't be sent: you lack the View permission on Roles & Permissions, or every role is inactive. See No access or no permission.
• The invitee sees "This invitation cannot be used" with "This invitation has expired. Ask your administrator to send a new one.": resend it (step 7). See Invitation has expired.
• The invitee sees "This link is invalid, has expired, or was already used.": a newer invitation replaced this link, or the account or organization was deactivated. Use the newest email or ask for a resend. See Invitation, verification or password-reset link cannot be used.
• The invitee sees "This invitation has already been accepted.": they already chose a password. They should sign in, or use Forgot password? on the sign-in page.
• The invitee tries the sign-in page before accepting and sees "This account has a pending invitation. Open the invitation email to set a password first.": they must accept the invitation first. See Cannot sign in.
• Resend invitation answers "This invitation was already accepted.": the person accepted in the meantime; refresh the list.

Related

• Users
• Join <organization> (Accept invitation)
• Roles & Permissions
• Organization
• Sign in
• Dashboard
• Two-factor sign-in