Inviting users

Only an Admin can invite users. Open Settings, then Users.

The page has two tabs: Users and Roles. Invites start from the Users tab. What Admin and Member can do is in User access levels.

note

If you cannot see Users under Settings, your account does not have Admin access.

Open Users

1

Sign in

Sign in to your QAlity workspace.

2

Open Settings

In the left navigation, open Settings.

3

Open Users

Open Users. Stay on the Users tab. Invite User is at the top of that page.

Invite one user

On the Users tab, choose Invite User, then stay on Add User.

1

Enter the person

Fill in First Name and Email. Last Name is optional.

2

Choose a role

Role is required and starts on Member. The list also includes Admin and any custom role. See Roles.

3

Choose project access

Project access is required. Search the list and check each project this person should open. Each row shows how many versions that project has.

4

Send Invitation

Choose Send Invitation. QAlity notifies them by email and in the in-app notification bar.

Actions on each project come from the role. To change those actions for this person later, open them from the Users list. See Editing user access.

Invite several users from a file

On Invite User, open Bulk Import when you are adding more than one person.

1

Prepare the file

The file needs only First Name, Last Name, and Email. Use Download Sample File on the Bulk Import tab if you want the column layout.

2

Upload File

Choose the file. Role and project access are not columns in the file.

3

Review Users

Choose Review Users. On the next step, pick the role and project access for each person in the file.

4

Invites sent

After you confirm that step, invite emails and in-app notifications go to the people in the file.

warning

Use a valid email for every row. An incorrect address can stop that person from receiving the invite.

Inviting someone who already belongs to another workplace

You can invite a user who already has a QAlity account in a different workplace, whether they are a Member or an Admin of that other workplace.

When invited, the user is notified in both places:

Email

They receive an invite email for the new workplace.

Notification bar

They also see the invite in their in-app notification bar.

What happens when they accept

Accepting moves the user into the new workplace. They leave their previous workplace.

Member accepting

The user is removed from their previous workplace and joins the new workplace.

Admin accepting

The admin is removed from their previous workplace and joins the new workplace. All other users in that previous workplace are also deleted.

Critical: inviting an Admin from another workplace

If the invited person is an Admin of another workplace and they accept, every user in that previous workplace is deleted, and the Admin moves to your workplace. Confirm this is intentional before inviting an Admin from another company.

One workplace at a time

A user belongs to one workplace at a time. Accepting an invite to a new workplace removes them from the previous one. They cannot stay in both.

After the invite

Once invited:

Accept

New users complete signup from the invite. Existing users accept from email or the notification bar.

Users list

The person appears on the Users tab with the role you chose.

Not accepted

If they never accept and the invite expires, Status on that row is Inactive. Open them to resend. See Managing users.

Tips

Add User vs Bulk Import

Use Add User for one person. Use Bulk Import when the file has many rows, then set role and project access per person on the review step.

Admins

Never invite another workplace’s Admin unless you intend to dissolve that workplace’s user list.

Resend

Open an Inactive member and use Resend Invitation on their Profile tab when the invite was not accepted.

tip

Role defaults and per-member actions are in Project permissions. The Users list, Inactive status, and resend are in Managing users.