Send invitations
This page shows you how to invite users to go flow by email so they can set up their login and get started. You can invite several users at once. Adding a user and inviting them are separate steps — nothing is sent until you do this.
You need Users: Manage. Set each person's rights before you invite them (see User details): a person without rights cannot open any work page after signing in.
Selecting users
- On the Users page, select the users you want to invite.
- Click Send invitation.
Users whose status is Created, Pending acceptance, Invitation revoked, User declined or Pending email confirmation can be invited (or re-invited). The button becomes active as soon as at least one selected user qualifies; any other selected users are simply left out of the invitation.
Sending
The Send invitation to selected users dialog lists exactly who will receive an invitation, each with their current status.
- Review the list.
- Click Send.
Each listed user moves to Pending acceptance. The invitation email itself goes out with the next synchronisation. It is a go flow account email in the language you work in: you cannot edit it under message templates, and it does not appear on the Emails page.
What the user receives
The invitation email contains a link where the user accepts (or declines) the invitation; the page names you as the person who invited them and your organisation. A brand-new user is then asked to set a password (see Setting your password), while an existing go flow user simply has the organisation added to their profile. At the first sign-in the person sets up an authenticator app for the six-digit sign-in code (see Login and Accepting an invitation).
Until they accept, their status stays Pending acceptance — you can re-send the invitation while it does. When they accept, the status changes to Active. If they decline, their status shows User declined; to invite them again, select them and send the invitation again. If something goes wrong while the link is processed, the user sees an Application error message instead, with a button to continue to login.
When the invitation does not arrive or the link does not work
- No email. Check the address in the user dialog — it can still be corrected while the user is at Pending acceptance. Ask the person to look in their spam folder, then send the invitation again.
- The page says the invitation can no longer be used. The invitation is no longer open — for example it has already been answered, you revoked it, or the user was removed. Check the status on the Users page and, if needed, send the invitation again; the link in the earlier email then works again.
- Withdrawing an invitation. Choose Revoke invitation in the user dialog and save: the status becomes Invitation revoked and the link opens a page saying the invitation can no longer be used.
- The person stopped before setting a password. They open the invitation link again and continue; the link keeps working until they have set a password.