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User Invitations

Prerequisites
  • Account Admin, Regional Admin, or Multi-Account (admin role) access
  • Active Bitwards Mobile Access account

Overview​

The User Invitations page is the primary tool for adding new users to your Bitwards Mobile Access account. It supports two workflows: sending email invitations for self-registration, or creating user records directly without email (for physical card-based access scenarios).

Key Capabilities:

  • Email-based invitations — Send registration links to new users with role assignment
  • Direct user creation — Create user records immediately without email for card-based access
  • Pending invitation management — Track, resend, and configure outstanding invitations
  • Pre-configure access — Assign user groups and access rights before the user completes registration
  • Multi-account support — Users with the User role can be added to multiple accounts using the same email address

User Invitations Overview User Invitations page showing the invitation form and pending invitations table

To access User Invitations:

  1. Expand "Users" in the left sidebar menu
  2. Click "User invitations" from the submenu

Features​

Invite New User Form​

The invitation form has two sections: required fields on the left and optional information on the right.

User Invitations Form Invitation form showing mandatory fields (Email, User role) and optional information

Mandatory Fields:

  • Email (*) — The recipient's email address for sending the invitation
  • User role (*) — Role assignment dropdown: User, Account Admin, Regional Admin, or Installer

Optional Information:

  • First name and Last name — For complete user identification
  • Member of / organization — Organizational affiliation or department
  • Additional information — Free-text notes about the user

Optional Card Information:

  • Card ID — NFC card identifier (hexadecimal or decimal format, selected via checkbox)
  • Surface ID — Secondary identifier for recognizing the card

Form Actions:

  • Send — Processes the invitation (button activates when the mandatory role field is completed)
  • Discard changes — Clears all form fields
Two Ways to Add Users

With email: Fill in the email address and role, then click Send. The user receives a registration link and completes signup independently. Without email: Fill in only the name and role (no email), then click Send. The user record is created immediately — useful when distributing physical NFC cards.

Multi-Account Users

If a user with the User role already exists in another account, inviting them to your account adds them as a member. They can then access resources from multiple accounts with a single login (since release 2.8.0).

Pending Invitations Table​

All outstanding invitations appear in the table below the form until recipients complete registration.

User Invitations Table Pending invitations table with action buttons and pagination controls

Table Columns:

  • Name (sortable) — User's full name
  • Email (sortable) — Invitation email address
  • User Group — Assigned group (if configured while pending)
  • Role — Assigned role
  • Invite sent (sortable) — Date and time the invitation was sent
  • Actions — Resend, Add to a user group, Give new rights
  • Delete — Trash icon to remove the pending invitation

Action Buttons:

  • Resend — Retransmit the invitation email to unresponsive recipients
  • Add to a user group — Assign the pending user to a group so permissions activate upon registration
  • Give new rights — Pre-configure specific access rights or resource group assignments
Pre-Configure Access While Pending

You can assign user groups and access rights to a pending invitation before the user registers. When they complete registration, all pre-configured permissions activate automatically.

Deleting a Pending Invitation

Deleting a pending invitation removes only the invitation record. It does not affect users who have already completed registration.

Pagination​

The table supports configurable pagination with rows per page, page navigation controls, and dual pagination (controls at both top and bottom of the table).

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