2.3 Inviting a new user

Owned by Tharushi Arachchige
Last updated: Jan 15, 2024 by ahsan Chaudary

2.3.1 How to Generate a New Invite

A new user can be invited to a building or tenancy by the building admin. If you are a building admin, navigate to the Building Administration page and click on the users' tab as shown below,

  1. Click on the + to open a popup window to add new users. In the popup,

     

    1. Add the user’s email address (mandatory).

    2. Choose the role (mandatory) from the drop-down menu and click anywhere outside the dropdown.

    3. Choose a tenant to assign this user to a tenancy (Optional - Leave blank if not required).

      Adding User

       

  2. Saving will automatically send the invite to the relevant users. Once an invitation is sent, it will be added to the “Invitations” list on the right. The list includes

    1. All invitations,

    2. Their created time,

    3. Access token, and

    4. Tenant name to which the person has been invited.

Notes:

  • A building admin can create different tenants names under “Tenants“ administration page in order to invite someone as a tenant. Click here to read more details about how to create tenant groups.

  • Leaving the tenant field blank will give them access to the entire building based upon their role.

  1. Once the person has accepted the invitation, you can see their details in the Users section. You can also see their tenant details under tenant users tab within the tenants administration page as shown below.

2.3.2 Validity of an Invite

The token generated with the invitation remains valid for 7 days, therefore if a user hasn’t accepted the invite for 7 days it will expire automatically. After 7 days a refresh icon will appear next to the token. Click on the refresh button to refresh the token for 7 more days. This will allow the users to use the token which is already embedded in the invitation link sent originally to the user. If you have lost the link you can simply delete the invite as shown below and create a fresh invitation for the user as explained earlier.

 

Please note,

  1. A token can be refreshed when and as many times as required.

  2. When you refresh the token it will not generate a new token instead its validity is extended from the time it is refreshed.

  3. The same token will be renewed for only 7 more days at a time.

  4. The invitee will not receive another invitation link.

 

Once the user accepts the portal invitation the user name, email address, and assigned roles will appear in the “Users” list. It will no longer appear in the “Invitations” list

2.3.3 Delete/Revoke an Invite

Click on the delete button to cancel the token. The token will be no longer valid once it is deleted from the 'Invitations” list

Click on the filter space below the “Invitations” list and type in the email address to filter the sent invitations using the email address.