Inviting users

You need the Invite Users permission. Click Invite Users on the User Management page and choose Single Invite or Bulk Upload (CSV).

Tip

If you use Okta, Microsoft Entra ID or another identity provider, you may not need invitations at all. SCIM or single sign-on can create accounts automatically.

Invite one person

Fill in:

• Email Address (required)
• Role (Optional): if empty, the person gets your default role.
• Team (Optional): if the team has a manager and you don’t pick one, the team’s manager is used.
• Manager (Optional)
• Groups (Optional, needs Manage Users): the person joins these groups. Learning paths the groups assign automatically reach them when they accept the invitation. Groups synced from your identity provider can’t be picked.
• Learning Paths (Optional): the person is enrolled as soon as they sign up.
• Also grant an Application Security (AppSec) license: shown only if you have AppSec licences.

Click Send Invite. The person gets an email, You’ve been invited to …, with an Accept Invitation button.

Each invitation needs a free licence. The invitation is refused if the person already has an account or an open invitation.

Invite many people from a CSV file

1. In Bulk Invite Users, click Download Template and choose Full (all fields).

2. Fill in one row per person. Columns:

   Column	Required	Notes
   email	Yes
   role	No	Must match an existing role name (any capitalization)
   team	No	Teams that don’t exist yet are created automatically
   manager_email	No	Must be an existing, enabled user
   phone_number	No	International format, e.g. +14155550123
   groups	No	Existing group names separated by ;, e.g. Pharmacists;Night shift (any capitalization). Groups aren’t created automatically. A row fails if a group doesn’t exist or is synced from your identity provider. Uploading a file with groups needs Manage Users; groups that grant a role also need Assign Roles

3. Upload the file: up to 500 rows and 1 MB.

The results show how many invitations were Sent, Failed and Skipped (people who already have an account or invitation). Use Download Errors to fix and re-upload failed rows.

Caution

• If there aren’t enough free licences for every valid row, the whole upload is rejected. Nothing is sent.
• Names aren’t part of the file; people enter them when they sign up.

Pending invitations

The Pending Invites tab lists invitations that haven’t been accepted. You can change an invitation’s role, team, manager and groups in the row, and:

• Re-send the email, at most once every 24 hours per person. This also restarts the 7-day expiry.
• Copy the invite link to send it yourself.
• Delete the invitation. The link stops working and its licence is freed.

Invite all pending users re-sends every open invitation (except those emailed in the last 24 hours), up to 250 per click.

When SSO is required

If Require SSO is on, inviting someone (one at a time or from a CSV file) adds them without sending an email, because an invitation email leads to a password sign-up. Their role, team, manager and learning paths are ready, and they get access the first time they sign in through your identity provider. These invitations don’t expire. Re-send and Invite all pending users aren’t available, since there’s no email to send.

People who sign in through SSO without being added first still get an account automatically, with the default role.

Expiry

• Invitations expire 7 days after they’re sent or re-sent.
• Expired invitations are deleted automatically within a day of expiring, which frees their licences. Invite the person again if needed.
• Invitations with the Admin role never expire.