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Invite Users

An Organization admin can invite multiple people by email. The invitee opens the link, signs in or registers and becomes a member of the respective Organization.

Seats

The seat limit caps how far an Organization can grow: active members plus open invitations.

As Organization admin you see the usage above the invitations table: how many seats are used, split into members and pending invitations. To free a seat, revoke a pending invitation or remove a member. An expired invitation releases its seat on its own.

What the invitee does

The invitation link opens a vHaaS page that works without an account. The invitee signs in or registers and becomes a member of the respective Organization.

Two conditions decide whether that works, and both are set when you send the invitation:

  • The invitee must sign in with the exact same address the invitation was sent to. Upper and lower case do not matter. Invite the address the person signs in with, not an alias of their mailbox. An invitation sent to the alias j.lee@example.com still reaches Jordan's inbox, but if their account is jordan.lee@example.com, it will be refused.
  • The identity provider must have confirmed the address. An unconfirmed address is refused.

Troubleshooting

Symptom Likely cause Solution
The invitee reports Link no longer valid The invitation expired or was revoked Resend it, or invite the person again
The invitee reports Wrong account They are signed in with a different address than the invited one They can switch accounts with Use a different account on the page; otherwise invite the address they actually sign in with
The invitee reports Email not verified Their identity provider has not confirmed the address, usually because the registration email is still unopened The invitee verifies the address, then opens the invitation link again — no resend needed
The invitee reports Organization is full No seats left at the moment they accepted Free a seat, or ask Support to raise the seat limit, then have the invitee open the link again
The invitee reports Link incomplete The link was truncated, typically by copying it out of the email by hand Have them open the link directly from the email; resend if it is broken there too

Send invitations

Prerequisites

  • The Organization admin role
  • One free seat per invitation, if the Organization has a seat limit

Steps

1. Open the Invitations tab

Select the Organization in the Explorer, then open its Users view. Members and Invitations sit as tabs above the table.

The tabs appear on the Organization's user list only, not on a Group's

2. Enter the addresses and the role

Open the dialog with Invite user and enter the addresses, separated by a comma, a space or a new line. The dialog states the maximum per invite, 50 by default.
When the Organization has a seat limit, the dialog blocks batches that exceed the limit. Nothing is sent until the batch fits.
Each address gets its own link and its own expiry date. Addresses that are already members, already invited, or not valid are skipped and reported individually; the remaining ones are still sent.

The invitation email comes from a fixed vHaaS sender address, names your Organization in the body, and carries your own address as the reply address. It expires after 7 days

Troubleshooting

Symptom Likely cause Solution
No Invitations tab and no Invite user button You are not an Organization admin, or you are looking at a Group's user list Open the user list of the Organization itself; ask an Organization admin to invite the person
The dialog refuses the batch and reports too few seats The seat check is all-or-nothing — a batch that does not fit is not partially sent Remove addresses, revoke a pending invitation, or ask Support to raise the seat limit
Sending fails after several large batches on the same day Each Organization has a daily invitation cap, 100 by default Send the rest the next day; the cap resets at midnight UTC
An address is skipped as already invited, although its invitation has expired An expired invitation still occupies the address and blocks a second one, even though it no longer holds a seat Resend the existing invitation instead of creating a new one
The invitee never received the email Delivery to an external mailbox was delayed or filtered, or the address is wrong Have the invitee check their spam folder, then resend. For a wrong address, revoke the invitation and invite the correct one
vHaaS reports no delivery problem, but the invitee still has nothing vHaaS does not track bounces — an undelivered invitation looks exactly like an unopened one Confirm the address with the invitee and resend

Track, resend and revoke invitations

Prerequisites

  • The Organization admin role
  • An existing invitation in the Organization

Steps

1. Open the Invitations tab

Navigate to the Explorer, Users and click on the Invitations tab.

2. Resend or revoke the invitation

  • Resend: issues a fresh link and pushes the expiry date out. The previous link stops working immediately. A resend is possible at most every 15 minutes.
  • Revoke: withdraws the invitation and frees its seat. This cannot be undone, so it asks for confirmation.

An expired invitation can only be resent, not revoked — it holds no seat, so revoking it would change nothing

The status of an invitation:

Status Meaning
Pending Sent and still redeemable. Holds a seat.
Accepted The invitee signed in and is now a member.
Expired Not accepted within 7 days. Holds no seat, but still blocks a new invitation to the same address until it is resent.
Revoked Withdrawn by an admin.