How to invite User to the Platform?

Updated by Appxite February 12, 2026 15:20

Introduction

This article outlines the straightforward process of inviting users to your platform with multiple identity provider options, ensuring efficient onboarding and streamlined user management. It covers the complete invitation workflow, including sending invitations, managing user details, and re-inviting users when needed.

Understanding the Users Grid

The Users grid is your central hub for managing all Platform Users. It provides a comprehensive overview of user information and quick access to management actions.

Accessing the Users Grid

Navigate to the Users tab in the main navigation menu.
The Users grid displays all users associated with your Organization.

Grid Layout and Features

Search Bar

Located at the top left of the grid, the search bar allows you to quickly find users by:

Name
Email address

Invite New Button

The Invite new button is positioned at the top right of the grid, next to the search bar.

Click this button to open the invitation form and add new users to the platform.

Export Functionality

The Export button allows you to download user data for reporting or backup purposes.

Export options:

Export All - Downloads data for all users in the system
Export Current Selection - Downloads data only for users currently displayed (based on active filters or search)

The exported file includes all visible columns from the grid in CSV format.

Grid Columns

The Users grid displays the following columns:

Status Column

Shows the current status of each user with color-coded circle indicators:

New (blue circle) - User has been invited but has not yet accepted the invitation
Active (green circle) - User has accepted the invitation and has active access to the platform
Blocked (red circle) - User access has been blocked/deactivated

The Status column can be:

Sorted (ascending/descending)
Filtered (select specific statuses to display)

Name Column

Displays the user's full name as entered during invitation or account setup.

Sortable alphabetically (A-Z or Z-A)
Filterable by text search
For users who haven't completed setup, this field may show "--" or remain empty

Email Column

Shows the email address associated with the user account.

Sortable alphabetically
Filterable by text search

Organization Column

Displays the organization(s) to which the user has access.

Shows the number of organizations if the user has access to multiple organizations (e.g., "3" indicates access to three organizations)
Sortable by organization name
Filterable by organization name

Login Method Column

Indicates the identity provider configured for the user's account:

This column can be filtered to show users by specific login method.

Invited By Column

Displays the name of the User who sent the invitation.

Sortable alphabetically
Filterable by name
Visible by default
Helps track who is responsible for onboarding specific users
Shows "--" for legacy users or system-created accounts

Invited On Column

Shows the date and time when the invitation was sent.

Sortable by date (newest/oldest first)
Filterable by date range
Format: DD-MM-YYYY HH:MM
Helps track pending invitations and identify expired invitations (older than 7 days)

Last Activity Column

Displays the date and time of the user's most recent login or activity on the platform.

Sortable by date
Filterable by date range
Shows "--" for users who have never logged in
Format: DD-MM-YYYY HH:MM

Actions Column

Provides quick access to user management functions through a dropdown menu.

Available actions (visibility depends on user status):

Edit User (pencil icon)

Modify user details such as name and permissions
Tooltip: "Edit User"
Available for all user statuses

Resend Invitation (reply arrow icon)

Send a new invitation email
Tooltip: "Resend Invitation"
Only available for users with "New" status or expired invitations

Reset MFA (shield icon)

Reset multi-factor authentication settings
Tooltip: "Reset MFA"
Available for active users with MFA enabled

Block User (prohibit icon)

Deactivate user access to the platform
Tooltip: "Block User"
Only available for users with "Active" status
Previously called "Deactivate"

NOTE! Actions that are not applicable to a user's current status appear greyed out or are hidden from the dropdown menu.

Grid Functionality

Sorting

Click any column header to sort the data:

First click: Sort ascending (A-Z, oldest-newest, or lowest-highest)
Second click: Sort descending (Z-A, newest-oldest, or highest-lowest)
Third click: Remove sorting

Filtering

Use the filter options to narrow down the user list:

Click the filter icon in a column header
Select or enter filter criteria
Apply the filter
Multiple filters can be applied simultaneously
Clear filters individually or all at once

Column Customization

Customize which columns are visible:

Click the column selector icon (typically at the right edge of the header row)
Check/uncheck columns to show/hide them

Pagination

Navigate through large user lists using pagination controls at the bottom of the grid:

Select the number of rows to display per page (e.g., 10, 25, 50, 100)
Use arrow buttons to move between pages
Jump directly to a specific page number
View total number of users and current range displayed

Sending Invitation

Follow these steps to invite a user to the platform:

Go to the Users tab.
Click Invite new.
Fill in the required information in the pop-up window:

Invitation Form Fields

a. Email

Enter the email address to which the invitation should be sent.

b. Organization Type and Name

Select the organization type (Resellers or Customers) and choose from the organizations registered on your platform.

NOTE! When selecting the Customers option in the Invite user form, the available roles dropdown is automatically cross-filtered to show only Customer level roles (Customer, Customer admin, Customer billing admin). If a Seller or Distributor level role was previously selected, the selection will be cleared when switching to Customers. When selecting Resellers, all roles remain available in the dropdown (including Customer level roles).

If the invitee's email address is connected to Azure Active Directory (AAD), select the 'Work email (AAD account)' option as the identity provider. Please note that the user may encounter an error upon sign-in if the tenant domain isn't whitelisted, even after the invitation link has been accepted.

NOTE! To whitelist the the tenant domain and aliases of the Customer's Organization and to learn more about Azure Active Directory authentication, see this document.

If the e-mail is connected to Microsoft LiveID, use the 'Personal email (LiveId)' option as Identity Provider.

If they are non-Microsoft accounts, select one of the following identity providers:

You can invite a user to multiple Customer organizations at once.

NOTE! When inviting a user or giving permissions to an existing user, you can see the ERP IDs of organizations to differentiate if the organization names are the same or similar:

1. If the organization doesn't have an ERP ID, "Organization name" is shown only.
2. If the organization has an ERP ID, it is shown in the dropdown in the format "Organization name - ERP ID".

c. Role

Select the appropriate permission level/role for the user. For detailed information about roles and permissions, read the article: User Permissions and Roles: A Guide for Distributors, Sellers, and Customers.

d. Identity Provider
Tooltip:

Select the appropriate identity provider based on the user's account type. Click the information icon (ℹ️) next to the dropdown to view detailed guidance for each option.

Available Identity Providers

Account

Work email (AAD Account)

NOTE! To whitelist the the tenant domain and aliases of the Customer's Organization and to learn more about Azure Active Directory authentication, see this document.

Personal email (Live ID)

Google Workspace

IBM ID

NOTE! The invitation expires 7 calendar days after it is issued. A warning message appears at the top of the invitation form to remind you of this timeframe.

Click Invite. The invited user will receive an email with an activation link.

Understanding Identity Providers

After sending the invitation, the system notifies that the user has been invited.

For Account Identity Provider

The user receives an invitation email similar to the following:

NOTE! The invitation is valid for 7 days.

After clicking Activate account, the user is directed to the platform to create a password.

The password must contain:

At least 10 characters
At least one uppercase letter (e.g., A, B)
At least one lowercase letter
At least one number digit/symbol (e.g., 0, 1, 2, 3, -)

A pop-up window appears where the user should enter their email and the password created in the previous step, then select LOG IN and authenticate via MFA.
When the user logs in to the platform for the first time, a pop-up window with Terms of Service appears:

NOTE! The Submit button remains unavailable until you download the Terms of Service.

a. Click download to download the Terms of Service.

b. Check the checkbox "I agree...".

c. Click Submit to continue.

For Work Email (AAD Account) Identity Provider

The platform registration process begins when a Seller or Customer receives an email invitation. The recipient must accept this invitation to be granted a role within the platform. Click Accept Invitation to accept.

If the "Work email (AAD Account)" option is selected during the invitation, the user needs to choose this option on the login page:

For more information on how to log in using your Work Email (AAD Account) after being whitelisted, please visit this link:How to log in with Work email (AAD Account).

Managing User Details

Viewing User Details

To view comprehensive information about a user:

Locate the User in the Users grid
Click on the User's Name or Email
The User Form opens in a pop-up window

User Form

The User Form displays and allows editing of:

Information Section

Email Address - The user's registered email (read-only)
First Name - User's first name (editable)
Last Name - User's last name (editable)
Phone - Contact phone number (optional)
Country - User's country location (optional)
City - User's city location (optional)

Permissions Section

Displays current permissions and roles:

Login Method - Identity provider configured for this user
Organizations and Roles - Lists all organizations the user has access to and their role in each

To modify permissions:

Click the + Add button
A pop-up appears for adding new permissions

Select:
- Organization type (Resellers/Customers)
- Organization name
- Role
Click Add to assign the new permission
Click Cancel to discard changes

Action Buttons

At the top right of the User Form:

Reset MFA (button)

Resets the user's multi-factor authentication settings
User will need to reconfigure MFA on next login

Deactivate (button)

Changes user status to "Blocked"
User loses access to the platform
Can be reactivated later if needed

Re-inviting Users

Resend Invitation

A Platform invitation remains active for 7 days after being sent. If the recipient fails to accept within this time period, the invitation link expires and must be resent.

When to use:

Invitation has expired (more than 7 days old)
User didn't receive the original email
User accidentally deleted the invitation email
User needs another copy of the invitation

How to resend invitation:

In the Users grid, locate the user with "New" status
Check the Invited On column to confirm the invitation age
Click the Actions menu (three lines) in the Actions column
Select Resend Invitation (reply arrow icon)

User Activity History

The Activity History tab provides detailed tracking of all actions performed related to Users on the Platform.

Accessing Activity History

Activity History Grid

The Activity History grid contains Entity selection option for Users-related events.

Activity History Filters

Available filters:

User Filter

Dropdown to select specific user(s)
Supports multi-select
Shows "--" option for system actions

Date Range Filters

From - Start date (DD-MM-YYYY with date picker)
To - End date (DD-MM-YYYY with date picker)
Filter by 6 Months, 3 Months, or custom range

Once your searching conditions are entered, click Show results

Exporting Activity History

The searching results will be displyed in the Grid, containing information who did what changes to the given User accounts.

Activity History Use Cases

Audit Trail - Track who invited which users and when
Compliance - Demonstrate user access management for regulatory requirements
Troubleshooting - Investigate when and why user permissions changed
Security - Monitor user blocking/unblocking events
Reporting - Generate reports on user onboarding activities

Key Points

If a User attempts to log in before the invitation is accepted, that User will not be displayed on the user list and will have no access rights.
After a User has accepted the invitation, they will be directed to the Platform to log in, and their status changes from "New" to "Active."
The invitation is valid for 7 calendar days. After this period, the invitation link expires and must be resent.
Choose the identity provider that matches the user's account type to ensure a smooth login experience.
The Users grid provides comprehensive management tools including search, filtering, sorting, and export functionality.
User activity is tracked in the Activity History for audit and compliance purposes.
Multiple actions are available through the Actions menu, but availability depends on the user's current status.
Color-coded status indicators (blue, green, red) make it easy to quickly identify user states.
The Invited By column helps track responsibility for user onboarding.

Limitations

For Microsoft Personal and Work Email Identity Providers, ensure there are no additional Microsoft accounts open other than the one being used for login.

Summary

Inviting users to the platform is a self-service process that is intuitive and straightforward. The platform offers multiple identity provider options to accommodate different authentication methods, including platform-native accounts, Microsoft accounts (both personal and work), Google Workspace, and IBM ID. The enhanced user interface provides clear guidance for each identity provider option, making it easier to select the appropriate authentication method. The platform can be linked with third-party applications for additional customization based on customer needs.

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