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 send the invite.
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 Filter > Status > choose the 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.
Resend or cancel an invitation & Copy invitation link
You can invite new users to a workspace by emailing an invitation. 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. You can also Copy Invitation Link to send the invite to the new user directly rather than through the system, increasing the deliverability.
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.
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.
Managing User Verification
New users must verify their email addresses to activate their accounts. After receiving an invitation to Form, users need to complete the email verification process by:
- Clicking the verification link in the email
- Entering the provided verification code
Important notes:
- The verification must be completed within 24 hours
- Unverified accounts will show a "Pending" status
- If users haven't verified their email, instruct them to check their inbox and follow the verification link
Resending Verification Emails
If a user fails to complete verification in time, administrators can resend the verification email by:
1. Going to People > Users
2. Including "Pending" in Status filters and searching for the user's email
3. Clicking the three dot menu ⁝ next to the user's name
4. Selecting Resend verification email
Once the user completes verification, their account becomes Active. Administrators can then reset passwords for users who cannot remember their credentials.