Inviting and adding new users
Inviting new users
In short: There are two ways to bring a new user into Skillhive. An invitation sends a link by email, and the profile is created only when the recipient registers. An admin's direct addition creates the profile immediately. Neither method creates a password: the user signs in with an organisation account or an email code.
For: admins and users with invitation rights
Invitation or direct addition?
| Invitation | Direct addition | |
|---|---|---|
| Who can do it | According to invitation settings; admins always | Admins only |
| Where | Experts page → Invite experts, or directly from a swarm | Admin panel → User management |
| What the user receives | An email with a personal registration link | An email saying an account has been created and asking them to sign in |
| When the profile is created | When the user registers and accepts the terms of use | Immediately |
| Access level | According to the invitation settings | Chosen by the admin when adding |
| Suitable when | The profile should be created only with the user's own consent | There is a basis for adding, or the invitation email does not get through |
Inviting from the Experts page
- Open the Experts page and select Invite experts.
- Enter the invitee's email address and send the invitation.
- The user receives a general invitation message. Its content can be edited under Admin panel → Language → New user invitation messages.
Inviting from a swarm
When an invitation is sent from a swarm, the message subject is the swarm's name and the content is the swarm's description. Only swarm owners and admins can invite to invite-only swarms.
Direct addition (admin)
- Open Admin panel → User management.
- Enter the user's email address and choose the access level.
- Select Add. The profile is created immediately, and the user receives a notification about the account.
Adding a user directly requires a lawful basis under data protection legislation or other appropriate authorisation. If there is no such basis, send an invitation.
Invitation settings (admin)
Under Admin panel → User settings → Invitation settings you choose which email addresses users can send invitations to. The options are:
- any email address
- only addresses in the organisation's own domain
- only admins can send invitations
- invitations are disabled
Regardless of the setting, admins can always add new users with any email address.
If the organisation uses Entra ID sign-in, invitations may not be needed: a sign-in link is enough for staff. The admin can add external users (e.g. at EXT level) with any email address.
Registration settings (admin)
In addition to invitations, the admin decides under Admin panel → Registration settings whether users can register for Skillhive through the sign-in page. Options:
- registration is disabled (recommended for most organisations)
- only invited users can register
- only addresses in the organisation's email domain can register
- anyone can register
Take care: open registration gives anyone access to your environment. Change this setting only after careful consideration and, if needed, together with Skillhive support.
If it doesn't work
- The invitation email does not arrive → ask the recipient to check their spam folder. If the message cannot be found, the admin can add the user directly.