Inviting a user

Purpose

Administrators create user accounts directly. The new user receives a temporary password from you (out of band) and is forced to change it on first sign-in (see Forced password change).

Before you start

You need:

• The user's full name and email.
• The entity they belong to (must already exist; create it on Settings if not).
• The role to assign: User, Submitter, or Reviewer. (Admin is granted later via Make Admin.)

Step-by-step

1. Open User Management from the sidebar.
2. Click Invite New User. The Invite New User dialog opens.
3. Fill in:
   • Full Name — first and last name; KCFIS splits on the first space.
   • Email Address — the user's email.
   • Password — temporary password (minimum 8 characters). The user will change it on first login.
   • Confirm Password — same value again.
   • Entity — pick from the dropdown of existing entities.
   • Role — pick User, Submitter, or Reviewer.
4. Click Invite User (or the equivalent button at the bottom of the dialog).

Expected result

• A toast confirms "User invited successfully".
• The dialog closes; the new user appears in the table with status Inactive (until first login).
• Pass the temporary password to the user securely (encrypted email, password manager share, in person).

Common errors

You see	Most likely cause	Fix
"Passwords do not match"	The two password fields differ	Re-type both.
"Password must be at least 8 characters long"	Too short	Use a longer password.
"Please select an entity"	No entity chosen	Pick one from the dropdown. Add new entities on Settings.
Email already exists	The email is already a user	Use Make Admin or contact the user; do not create a duplicate.

Related screens

• Changing a user's role
• Settings — Managing entities
• Forced password change