Invite a single user to a workspace and assign roles that control their access. You need their first name, last name, and email address.
✅ Before you start: You need the Admin or Manager role. Managers can only invite users into the organisation units assigned to them.
Watch this short video explainer:
Invite a user
- Go to People → Users.
- Click Invite user on the right side of the page.
- Complete the following fields:
Workspace: The workspace you are currently in. Site admins inviting from outside a workspace also choose the Customer and Workspace.
User details: Enter the Email, First name, and Last name. The email address is used for notifications and login.
ℹ️ If the user already exists in another workspace, an advisory warning appears. You can continue with the invite, but the user inherits their existing account details. You cannot change their name or email.
ℹ️ If the user already exists in this workspace, a message tells you so. If their profile there is archived or expired, Form offers Yes, restore profile instead of a new invite.
Roles: Tick the roles the user needs. Each role provides different permissions.
- Learner - selected by default. The user can complete courses and download certificates.
- Manager - the user can manage users, enrolments, and withdrawals in the organisation units you choose for them.
- Admin - full access to all workspace functionality.
ℹ️ A user can be an Admin or a Manager, not both. If you're a Manager, the Roles section isn't shown and everyone you invite joins as a Learner.
Organisation unit: If the workspace has organisation units, assign the user to one. Type to search, or open the list to browse the units. If you're a Manager, you must choose one of the organisation units you manage.
Expiry date: Set a date to create time-limited access.
Groups: If the workspace has groups, search for and select one or more groups. Use Advanced search to browse all groups.
Enrol to courses: Search for courses and add them. Use Advanced search to browse available courses. This field appears when the Learner role is ticked.
The user is enrolled once they complete registration and their account becomes active.
Click Send invitation at the bottom of the form. Form sends an email invitation to the user. The user follows the registration process to create their account.
ℹ️ If the workspace requires single sign-on for that email address, the user is not asked to set a password. They accept the invitation by signing in with your organisation's single sign-on. See Single Sign-on (SSO) and 2FA/MFA (multi-factor authentication).
Once the invite has been sent, see Manage invited users to resend, cancel, or copy invitations.