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Introduction
Inviting users allows administrators and managers to add new team members to the platform. When you invite someone, they receive an email with a secure registration link. They must complete registration by creating a username and password before they can access the platform.
Who Can Invite Users?
Administrators: Can invite users with any role (default, manager, or admin).
Managers: Can invite users with default or manager roles only.
Overview of the Invitation Process
1. Admin/Manager sends invitation - Fills out invitation form with user details and settings.
2. User receives email - An invitation email is sent with a secure registration link.
3. User clicks link - The link takes them to a registration page.
4. User creates account - They must create a username and password to complete registration.
5. Account is created - Once registered, they're automatically added to any selected workspaces and can log in.
Step 1: Sending an Invitation
To invite a new user:
1. Navigate to Admin > Users (or your organization's user management section).
2. Click the "Invite User" button.
3. Fill out the invitation form with the following information:
Required Information:
Email Address
- Enter the user's email address where they will receive the invitation.
- Must be a valid email format (e.g., user@company.com).
- The system will validate the email format as you type.
- This email will be used for their account once they register.
Optional Information:
Name
- Enter the user's full name or display name (optional).
- This will be pre-filled in their account profile, but they can change it later.
Role
- Select the user's role from the dropdown:
- Default: Standard user with basic permissions.
- Manager: Can manage users and workspaces (if you're an admin, you can also select this).
- Admin: Full system access (only available if you're an admin).
- The role determines what actions and features the user can access.
Daily Message Limit
- Optionally set a limit on how many messages the user can send per day.
- Enable the toggle and enter a number (e.g., 10, 50, 100).
- Leave disabled for unlimited messages.
- Useful for controlling costs or usage in large organizations.
Auto-assign to Workspaces
- Select one or more workspaces to automatically add the user to when they accept the invitation.
- The user will see these workspaces immediately after registration.
- You can leave this empty and assign workspaces later from workspace settings.
- Use the checkboxes to select multiple workspaces.
Sending the Invitation:
- Click "Send Invitation" to create and send the invitation.
- You'll see a success message confirming the invitation was sent.
- The modal will close automatically after a few seconds.
- The invitation will appear in your invitations list.
What Happens After Sending:
Once you send an invitation:
1. Invitation is created - A unique invitation code is generated and stored in the system.
2. Email is sent - An invitation email is automatically sent to the user's email address.
3. Invitation expires - The invitation link is valid for 7 days. After that, it expires and cannot be used.
4. Status tracking - You can see the invitation status (pending, accepted, expired) in your invitations list.
Step 2: The Invitation Email
The invited user will receive an email with:
- Subject: "You're Invited to DIMA-AI"
- Content: A personalized message from you (the inviter) inviting them to join.
- Action Button: "Accept Invitation" button that links to the registration page.
- Alternative Link: A text link if the button doesn't work in their email client.
- Expiration Notice: A note that the invitation expires in 7 days.
The email contains a secure link that looks like:
https://your-platform.dima-ai.com/invitation/[unique-code]Important: The user must click this link to register. They cannot register without a valid invitation link.
Step 3: User Registration Process
When the user clicks the invitation link, they'll see a registration page where they must complete their account setup.
What the User Sees
- Welcome message showing they've been invited.
- Their email address (pre-filled, cannot be changed).
- Their assigned role (e.g., "default", "manager").
- Registration form with three fields:
- Username
- Password
- Confirm Password
Username Requirements
- Must be at least 2 characters long.
Can only contain:
- Lowercase letters (a-z)
- Numbers (0-9)
- Underscores (_)
- Hyphens (-)
Cannot contain:
- Uppercase letters
- Spaces
- Special characters (except _ and -)
- Must be unique (if someone else already has that username, they'll need to choose another).
Password Requirements
- Must be at least 8 characters long.
- No other specific requirements (but encourage users to use strong passwords).
- The "Confirm Password" field must match the password exactly.
Completing Registration
1. User enters their desired username.
2. User creates a password and confirms it.
3. User clicks "Create Account" (or "Accept Invitation").
4. The system validates all fields.
5. If successful, the account is created and the user is redirected to the login page.
6. If there are errors (e.g., username already taken, passwords don't match), they'll see specific error messages and can fix them.
Step 4: After Registration
Once the user successfully creates their account:
- Account is created with the email, username, password, role, and settings you specified.
- Workspace access - They're automatically added to any workspaces you selected during invitation.
- Invitation is marked as accepted - The invitation status changes from "pending" to "accepted" in your admin panel.
- Notification sent - You (the inviter) receive an email notification that the invitation was accepted.
- Redirect to login - The user is taken to the login page with a success message.
- Ready to use - They can now log in with their username and password and start using the platform.
Invitation Status and Management
You can track invitations in your admin panel:
- Pending: Invitation sent but not yet accepted. The link is still valid.
- Accepted: User has completed registration and created their account.
- Expired: The 7-day expiration period has passed. The link no longer works.
- Revoked: (If available) An invitation that was manually cancelled before acceptance.
Note: If an invitation expires or is revoked, you'll need to send a new invitation if you still want to add that user.
Tips for Inviting Users
Verify email addresses - Make sure you have the correct email address before sending. The user cannot change their email during registration.
Set appropriate roles - Only assign admin or manager roles to trusted team members.
Use workspace assignment - Pre-assign users to relevant workspaces to save time. They can always be added to more workspaces later.
Set message limits - Consider setting daily message limits for new users or users in cost-sensitive environments.
Communicate expectations - Let users know they'll receive an email and need to complete registration within 7 days.
Follow up - If a user hasn't registered after a few days, you may want to follow up or send a new invitation if it expired.