6. Invitations

All types of spaces, except Students one (which are single-user), allow new users to be added to the space via Invitations.

There are two types of invitations available:

• Individual - an invitation is sent to the provided email address, so only the person registered in the portal with this email account can use the invitation;
• via Link - a specific secret link is generated and can be shared in custom ways with multiple persons to invite them to the space; since the link can potentially go to unauthorized people, this type of invitation requires additional, manual approval from Users Administrator.

Below, we demonstrate these two options one by one.

Individual invitations

Creating individual invitations (User admin)

1. In order to invite a single person with a specific email address, we need to go to the Invitations section in the menu of a selected space. Then, within Individual invitation tab, you can provide an email address of a person you want to invite.

   Note: The email address of an invited person should match the email address provided by this person during registration in Users and Services Portal.

   When we click on the Send invitation button, the invitation will be generated and sent to user via email. In addition, when an invited person is already a registered user, it will receive a dedicated notification in the portal.

   

   Fig 1.1. Individual invitation - inviting by email address

2. After a while, we can see that our new invitation that we've just generated is displayed in the list of pending invitations. We are able to cancel this invitation or all active invitations in one shot.

   

   Fig 1.2. Individual invitation - list of invitations

Accepting individual invitations (invited user)

1. Moving to the perspective of an invited person, she or he can see a new invitation message in their email box. The message contains a link that can be used to accept the invitation.

   

   Fig 1.3. Individual invitation - invitation message

2. Once clicked, a user is redirected to Users and Services Portal. If she or he is not yet logged in, a specific message will be displayed.

   

   Fig 1.4. Individual invitation - message when an invited person is not logged-in

3. If a user has no account yet, she or he will need to create one first, providing the same email address as in the invitation.

   

   Fig 1.5. Individual invitation - registration with the same email address as in invitation

4. When a user is logged-in, the link received in the invitation should open a dedicated invitation page, where she or he can accept or reject the invitation.

   

   Fig 1.6. Individual invitation - invitation page

5. Upon the acceptance, the user is automatically added to the space with the role of End user, which is confirmed by displaying the space page.

   

   Fig 1.7. Individual invitation - space view

Link invitations

Creating link invitations (User admin)

1. In order to generate a link invitation, you need to go to the Invitations section in the menu of a selected space and then delve into Invite via link tab. Then, by clicking Generate link, you can create a new invitation link.

   

   Fig 2.1. Link invitation - generating link

2. The generated link can be now copied and shared using channels of your choice with the people you want to invite to the space. If the invitation is no longer needed, you can cancel it.

   

   Fig 2.2. Link invitation - generated link view

3. In addition, you can set an expiration date for the generated link. To do so, you need to click on the Link settings button, and enable expiration on a specific date.

   

   Fig 2.3. Link invitation - expiration date settings

Responding to link invitations (invited user)

1. An invited person can answer to the link invitation by opening it via web browser.

2. The link points to a dedicated invitation page in Users and Services Portal which is available only to registered and logged-in users. If an invited person is not yet logged-in, a specific message will be displayed.

   

   Fig 2.4. Link invitation - opening an invitation page by non logged-in user

3. If the link is opened by logged-in user, she or he can see details of the invitation and can answer to it by clicking the Ask for access button.

   

   Fig 2.5. Link invitation - invitation page

4. After clicking, a user needs to wait for the approval of the request by the User Admin of the space the invitation pointed to.

5. When the request will be examined, an email message informing about the decision will be sent to a user.

   

   Fig 2.6. Link invitation - email with the decision

6. A user will receive another e-mail with the information that she or he has been granted a new role in the space.

   

   Fig 2.7. Link invitation - email with the information about a new role in the space

Accepting responds to link invitation (User admin)

1. User Admin of the space where link invitation was created will receive requests to accept or deny specific user that asked for the access with that link. Information about new requests will be delivered to the admin via email and notifications in the portal.

   

   Fig 2.8. Link invitation - email message informing User admin to consider a new request

2. When the User admin opens the Invite via link tab in the Invitations section of a selected space, she or he can see a list of Pending requests. As you can notice, there is a request that has been just generated by Jane. It is now up to the admin decision to accept or reject this request.

   

   Fig 2.9. Link invitation - pending requests

3. Assuming that User admin decision was positive, and the request has been accepted, a new user is added to the space. This is immediately reflected in the Users section.

   

   Fig 2.10. Link invitation - a new user added to the space