How to Invite a New User to Your Organisation

Introduction

As an Administrator, you can create new user accounts and invite healthcare professionals to join your CAREFUL organisation. This feature allows you to assign roles, set team memberships, and send SMS invitations to new staff members.

Before You Start

Required Permission: You must be an Administrator to invite new users at the organisation level.

Note: This article covers inviting a completely new user to the organisation. If you need to add an existing CAREFUL user to one of your teams, use the "Add existing user to team" feature instead.

Steps

1. From the left-hand sidebar, click My Organization.

2. Click the Members tab at the top of the page to view your current organisation members.

3. Click the dropdown button (kebab menu ⋮) in the top navigation bar.

4. Select Invite user from the menu. The "Invite new user" dialog appears.

5. Fill in the new user's details:

   • First Name (required)
   • Last Name (required)
   • Cell / Mobile Number (the user will receive their invitation via SMS here)
   • Email (optional)
   • Job Title (e.g., "Senior Nurse", "Registrar")
   • Speciality (e.g., "Emergency Medicine", "General Surgery")

6. Select a User role from the dropdown:

   • Staff - Standard clinical user
   • Admin - Organisation administrator (cannot be initially assigned to a team)
   • Team Owner - Team manager (must be assigned to a team)

7. If creating a Team Owner, select the team from the Team [Optional] dropdown. Note: Team Owners must be assigned to a team; you'll see a validation error if you try to submit without selecting one.

8. (Optional) Check Invite another after save if you want to invite multiple users in succession. The dialog will remain open after submission.

9. Click Submit.

10. The new user appears in the Members list with a "pending" or "unverified" status. They will receive an SMS invitation at the mobile number you entered.

Managing Pending Invitations

Until the user verifies their account, you can:

• Resend invitation: Click the kebab menu (⋮) next to the pending user in the Members list and select Resend invitation
• Cancel invitation: Click the kebab menu (⋮) and select Cancel invitation to remove the pending user

Tips

• Team Owner validation: If you select "Team Owner" as the role, you must assign the user to a team before submitting. The form will show an error message: "A Team Owner must be assigned to a team".

• Administrator restrictions: If you select "Admin" as the role, you cannot initially assign them to a team. The form will show: "You cannot initially assign a new Administrator to a team". You can add them to teams later after they've accepted the invitation.

• Batch invitations: Use the "Invite another after save" checkbox when you need to invite multiple users at once. The form resets after each successful submission so you can quickly add the next user.

• Phone number format: Enter UK mobile numbers without the +44 prefix (e.g., 7700900135).

• Pending users: New users remain in "pending" status until they verify their mobile number via the SMS invitation.

Related Features

• Add existing user to team: For inviting CAREFUL users from other organisations to join your team
• Edit organisation user: For modifying user details after they've accepted the invitation
• Manage team members: For Team Owners to add or remove users from their team