Madame Illa is opening a second shop in Abomey-Calavi. Prudence Kiki will run it, and Madame Illa wants her inside Exowpee before the shop opens, with access to the sales screens but nothing about the accounts. She does not want to create a password on Prudence’s behalf and send it by message. The same steps apply to any business that brings someone new into its team: a cashier, a storekeeper, an accountant.

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Who works where

Exowpee has three spaces, and an invitation belongs to one of them. Most invitations are for a company, as here. The head of a group such as Sèdjro Gbaguidi invites people to the organization that sits above his companies. A firm such as Cabinet Hounkpatin invites the members of a client into that client’s account. The steps are the same in each space. The rules at the end name the differences.

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Send the invitation

Madame Illa opens Invite a member. She enters Prudence’s email, chooses the access profile or profiles Prudence will have, and may give her a display name, for example “Prudence Abomey-Calavi”. Prudence receives an email with a link. If she already has an Exowpee account, because she works for another business, she also gets a notification in the app. The profiles come from Define access profiles and roles. The built-in administrator profile cannot be given through an invitation.

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Follow the invitations

A week later Prudence has not answered. Madame Illa looks at List invitations, filtered on pending, accepted or expired, or on an email. View an invitation shows one in detail. She has typed the wrong profile, so she invites Prudence again with the same email. The pending invitation is renewed with a new deadline and the new profile, and the earlier link stops working. If she had invited the wrong person, Cancel an invitation withdraws it and frees its display name.

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Join

Prudence opens the link. If she has no account, she gives her first name, last name, phone number and a password, and her account is created with the email already confirmed. If she already has an account, she is simply added. Either way she becomes a member of Illa Hardware with the profiles of the invitation. The step that makes this happen is Accept an invitation, which needs no sign-in. The invitation does not set a default profile. If Prudence holds several profiles, she picks her own, as described in Assign access to people.

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The rules

  • Invitations are sent, listed and cancelled by members, not by agent accounts.
  • In the company, organization and client spaces, you only see and cancel the invitations of your own space. The organization and client spaces have their own versions of the actions: Invite a member to the organization and Invite a member to a client, with the matching list, view and cancel actions.
  • An invitation is valid for 7 days. At least one profile is required, without duplicates. Each profile must belong to the space and be a custom profile or the built-in read only one.
  • A person who is already a member of the space cannot be invited, an inactive member included.
  • A display name, when given, must be at most 250 characters, and must not be taken by a member or another pending invitation, ignoring case and surrounding spaces. The name is held until the invitation is accepted, expires or is cancelled. When two people clash on it after acceptance, a number such as (2) is added.
  • Inviting an email that already has a pending, valid invitation renews it instead of creating a second one. The links sent earlier stop working: only the latest link is accepted.
  • An invitation that is past its date counts as expired in the list, even if it was never marked so. Expired ones can be cancelled. An accepted invitation cannot be cancelled. Cancelling deletes the invitation, and members created by an earlier acceptance are not affected.
  • Accepting needs a valid link and a still pending invitation. For a new account, first name and last name (3 to 250 characters), a phone number of 7 to 15 digits, with an optional leading +, not used by any account, and a password of at least 8 characters with lower case, upper case, a digit and a symbol. For an existing account these fields create nothing, but a value that is sent is still checked, and a phone number that belongs to an account is refused, even if it is the person’s own.
  • No profile assigned through an invitation is the default.

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All the actions of this topic

From other topics, also used here:
  • Register a client account: Creates an account, a new organization and a client account under it from an emailed sign-up token, with the person as administrator.