You can invite a single user to a workspace and assign them a range of roles that determine their access to the workspace. You will need their first name, last name, and email address to invite a user.
Role required: Site admin, Admin, Manager
Watch this short video explainer:
Inviting a user
- Go to People > Users
- Click Invite user on the right side of the page
- You will be shown the below categories to fill in
Customer: This is automatically filled with your organisation's name.
Workspace: This is automatically filled with the workspace name you are currently in.
User details: Enter the Email, First name, and Last name of the user you wish to invite. The email address provided will be used to send notifications and log in.
Roles: You can assign one or more roles to a user. Each role provides different permissions that enable the user to view and edit different parts of the workspace.
- Learner - this is automatically selected when adding a user. This means they can complete courses and download certificates.
- Manager - this role gives permission for a specific organisation unit allocated to them. They can manager users, enrolments and withdrawals.
- Admin - this role has full access and functionality of the workspace. They can manage users, organisation units and groups. Along with being able to run reports regarding courses and feedback.
Organisation unit: If the workspace has organisation units, the user can be assigned to a unit. Search and pick a unit using the search bar. Alternatively, use the advanced search to find a list of all the organisation units. This means if a user is a manager, they can see this person's enrolments and course progressions etc.
Expiry date: You can use this to create time-limited access for a user.
Group: If the workspace has Groups, they can be selected. Use the search bar to search for and select a group. Alternatively, use Advanced Search to look through a list of all groups.
Enrol to Courses: You can select the courses you want the user to be enrolled in by searching for and then adding a course in the search box. To enrol them in several courses, you can use Advanced Search to see a list of them. When the user accepts the invite, they will be automatically enrolled into the courses selected. If you have chosen a group with an auto-enrolment attached, these courses should be automatically selected and shown in the Enrol to courses field.
Once you have filled everything in, click Send invitation in the top right corner of the page. This will send an email notification to the user, who will be given the option to accept or reject it.
Note: If the user already exists, you only have to enter the email address and roles to assign the user to a workspace
After the invites have been sent, you may need to check on/change the invite. Form has the below options for you:
Invite status: You can see if a user has accepted the invitation by checking the status under People > Users. To do this you find the user on the list and click on the Filter > Status > choose option applicable to reveal the status of the invite. When a user has accepted an invite, you will be notified by email and their status will update to Active. If the user has not accepted the invite, the status will remain as Invited.
Resend invite: If an invited user cannot find the email invitation, you can resend it by clicking the 3 dots button - ⁝ - and clicking Resend Invitation.
Revoke invite: If you wish to revoke an invitation, click the 3 dots menu button- ⁝ - and click Revoke Invitation, this will prevent the user from accepting an invitation.
Assigning an existing user the Manager role
Managers oversee the users in a specific set of teams or organisation units. They can invite learners, view these users' history, enrol and withdraw courses and manage enrolment requests.
To make a current Learner a Manager for an Organisation unit or set of Organisation units:
- Log in to your workspace
- Go to the People tab, search for the user and click Edit under the three-dot menu ⁝
- Check the Manager checkbox.
- Choose which Organisation units the user will manage.
- Then click Save Changes.
The user will now have access to the People and Catalogue tabs.
Resend or cancel an invitation
You can invite new users to a workspace by emailing out an invite. If the invitation is missed or goes into someone's junk, it can be resent. If the wrong person has been invited, or there is an error with the email address, you can cancel the invitation if it has not been accepted yet.
Find a user: Go to People > Users and choose the search bar or filters to find the user who needs their invite resent. If you are in a Workspace, you can filter by Invited or Cancelled. If you aren't in a workspace, you can use the search bar to find the user.
- Resend invitation: Click the three dots menu - ⁝ - and choose Resend invitation. Then click confirm. Once done, the invite will be resent to the user's email.
- Cancel invitation: Click the three dots menu - ⁝ - and select Cancel invitation. Then click Cancel Invite to confirm. Once done, the invite won't work anymore, and the user won't be able to access the workspace.
- Copy invitation link: Click the three dots menu - ⁝ - and select Copy Invitation link invitation. This copies the link for the invitation feature that was sent to the learner when the invite was first made. This can then be sent to the learner manually for the learner to click on and follow.