Who is this article for?

Administrators who want to learn to invite new internal users.

Administrator permissions are required.

This article explains how administrators can invite new internal users to their site using the email invitation process.

1. Navigate to the users section

1. Navigate to the users section by selecting Settings and then Users.

Note: You will only see the Settings button if your role provides the required access. Contact your site administrator if you cannot see this option.

2. Select the invite user button

1. Select the Invite user button.

   • This button is used to invite both internal users and supplier portal users.
   • Ensure you select the correct solution for internal users. Choose either the Food Safety and Supplier Management Solution or the Food Safety Management Solution. Selecting the wrong solution will invite the user to the supplier portal instead.

   

3. Complete the invite user details

1. Complete all required fields on the invite user screen.

   

2. Enter the user’s first name, last name and email address.

Note: The email address is used for login and for accepting the invitation. Users do not enter a username when logging in.

Important: Ensure the email address is correct. The system only checks that the text is in an email format, not whether the address exists.

3. Select the correct solution from the solution dropdown.

   • Internal users must be assigned either the Food Safety and Supplier Management Solution or the Food Safety Management Solution.

   

4. Select the correct employee in the contact association field.

   • Use the folders or search bar to locate the employee.
   • Select the employee name and then select Select.
   • This association ensures the user receives alerts and sees actions assigned to their employee record.

   

   

   

Note: If the system detects that the first and last name do not match the selected employee, an error message appears. This does not prevent sending the invitation but indicates that the names differ.

5. Select the appropriate role for the user.

   • You may choose from customer roles (My Roles folder) or system roles (System Roles folder).
   • Select the role name and then select Select.

   

   

6. Remove a role by selecting the X button.
7. Add an additional role by selecting Add line.

Tip: For more information on system roles, take a look at our Using system roles article.

8. Enable the reset password every 90 days option if required.

   • When enabled, the user must create a new password every 90 days.
   • The user receives an email notification seven days before the reset is due.
   • Users can enable this themselves later in their My Profile if it is not enabled during invitation.

   

   

9. Review all completed details.

4. Send the invitation

1. Select Continue to send the invitation.

2. The user receives an email invitation and the invitation appears in the invitations tab.

   

   

   

3. The user receives a reminder email four days later if they have not accepted the invitation.

   

4. Select Cancel to discard the invitation and return to the users tab.

5. Important information about invitation expiry

Important: User invitations expire after seven days.

If the user has not accepted the invitation within seven days, you must either resend the invitation or remove it.

6. Further reading

• Resending a users invitation
• Removing a users invitation