Inviting new users

Invitation Settings

Admins can define who is allowed to invite new users and from which email addresses invitations may be sent.

Settings are available in:

Admin Panel → User Settings

Available configuration options:

Invitations can be sent from any email address
Invitations can be sent only from the organization’s email domain
Only Admins can send invitations
Invitations are disabled

Note on AD / Entra Authentication

When AD / Entra authentication is enabled, users log in via the organization-specific login page.

In this case, users can access the service simply by being provided with the login link, and the invitation feature may not be required (setting: invitations disabled).

If external users need to be granted access (e.g., EXT role), Admins can add users to the desired role using any email address.

Inviting New Users

If invitations are enabled, new users can be invited:

From the Experts page using the “Invite Experts” function
Directly to a specific swarm

Invitations from the Experts Page

When invited from the Experts page, the user receives a general invitation message.

The content of this message can be edited by Admins.

Invitations from a Swarm

If the invitation is sent from a swarm:

The email subject line contains the swarm title
The email content is based on the swarm description

Only the swarm owner and Admins can send invitations to restricted swarms.

Email Domain Restrictions

Administrative settings can require that invited users have an email address matching the organization’s approved domain.

Possible Delivery Issues

Invitation emails may occasionally be filtered as spam by email clients.

Users should be advised to check their spam folder if the invitation email is not visible.

Adding Users Without Invitation

If an invitation email is not successfully delivered, an Admin may add the user directly via the Admin Panel.

In this case, the Admin can also assign the appropriate user role.

Please note:

When a user is added directly by an Admin, the user profile is created immediately.

A valid legal basis or authorization under applicable data protection regulations must exist before adding a user.