How do I manage invitations for new users?

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As an administrator, you can invite new users to Auvik, manage pending invitations, edit invitation details, resend invitations, and delete invitations.

You can filter the user list to display specific users or invitations. For more information, see How to filter data in Auvik.

This article covers:

• Inviting users from a multi-site dashboard
• Inviting users from a site dashboard
• Editing pending invitations
• Resending invitations
• Deleting invitations

Before You Begin

When inviting users, you must determine:

• Which sites they should have access to
• What role they should have at each site
• Whether they will authenticate using Auvik credentials or Single Sign-On (SSO)

User Roles

Depending on your environment, available roles may include:

• Admin
• Read Only
• No Access

The assigned role determines what actions the user can perform within each site.

Single Sign-On (SSO)

If your organization uses SSO, invited users may authenticate through your identity provider.

If Single Sign-On for All Users is enabled:

• Users must exist in your identity provider.
• Existing Auvik users who authenticate using a different method may not be eligible for invitation.

If external users such as consultants or contractors require access, consider using Single Sign-On for Selected Users if permitted by your organization's authentication policy.

Invite a User from a Multi-Site Dashboard

Inviting users from a multi-site dashboard allows you to grant access to multiple sites during the invitation process.

1. Navigate to Manage Users.
2. Click Invite User.
3. Enter the user's email address.

To invite multiple users with identical permissions:

• Click + and add additional email addresses.

4. Select the sites the user should access.
5. Assign the appropriate role for each selected site.
6. Choose whether the user should authenticate using SSO.
7. Optionally configure the authentication level.
8. Click Invite.

The user will receive an invitation email.

Authentication Levels

Authentication levels determine which site hierarchy the user belongs to and may affect available authentication methods.

If your organization uses SSO, verify that the invited user has already been configured in your identity provider.

Invitation Status

After an invitation is sent:

• The invitation appears in the Invitations panel.
• Once accepted, the user moves to the Users panel.

Invite a User from a Site Dashboard

Inviting users from a site dashboard automatically grants access only to the current site.

Note: Invitations created from a site dashboard are not visible from the multi-site dashboard.

To invite a user:

1. Navigate to Manage Users.
2. Click Invite User.
3. Enter the user's email address.
4. Select the appropriate role.
5. Choose whether the user should use SSO.
6. Click Invite.

Users invited from a site dashboard automatically have their authentication level set to the current site.

As with multi-site invitations, the invitation will appear in the Invitations panel until accepted.

What Happens After an Invitation Is Sent?

The invitation experience depends on your authentication settings.

Standard Authentication

If SSO enforcement is not enabled:

1. The user receives an invitation email.
2. The user provides the required account information.
3. Auvik creates the user account.
4. The user gains access to the assigned sites.

Single Sign-On (SSO)

If SSO is enabled:

1. The user receives an invitation email.
2. The user accepts the invitation.
3. The user is redirected to your identity provider.
4. After successful authentication, the user gains access to Auvik.

If the user is already authenticated with the identity provider, they may be logged in automatically.

Edit a Pending Invitation

You can modify the role and site assignments of a pending invitation.

Note: Email addresses cannot be edited. If the email address is incorrect, delete the invitation and create a new one.

To edit an invitation:

1. Navigate to Manage Users.
2. Locate the invitation in the Invitations panel.
3. Select the invitation.
4. Click Edit.
5. Make the required changes.
6. Click Save.

Resend an Invitation

If a user has not received their invitation:

1. Verify the email address is correct.
2. Navigate to Manage Users.
3. Locate the invitation in the Invitations panel.
4. Select the invitation.
5. Click Resend.
6. Confirm the action.

A new invitation email will be sent.

Tip: Ask users to check spam, junk, and quarantine folders before resending invitations.

Delete an Invitation

Delete an invitation if:

• The email address was entered incorrectly.
• The user no longer requires access.
• You need to recreate the invitation with different settings.

To delete an invitation:

1. Navigate to Manage Users.
2. Locate the invitation in the Invitations panel.
3. Select the invitation.
4. Click Delete.
5. Confirm the action.

If needed, you can create a new invitation after deleting the original one.

Additional Information

Pending invitations do not grant access until they are accepted.

If a user reports that they cannot access Auvik after accepting an invitation:

• Verify the assigned role.
• Confirm the user has access to the appropriate sites.
• Verify SSO configuration, if applicable.
• Confirm the user exists in the configured identity provider when SSO is required.