Inviting Users to Your Organization Account

Overview

Docspire allows organization administrators to invite team members to collaborate on document processing workflows. When you invite a user, they receive an email invitation with a link to join your organization's Docspire workspace. This guide covers the complete process from sending an invitation to the invited user completing their account setup.

Prerequisites

Before inviting users, ensure you have:

• Administrator (ADMIN) role in your Docspire organization

• The email addresses of the users you wish to invite

Part 1: Sending an Invitation (Administrator)

Follow these steps to invite a new user to your organization:

1. Open the Invite Dialog. Click the + Invite User button located in the upper right corner of the page. This opens the Add User dialog.

1. In the Add User dialog, enter the email address of the person you want to invite in the Email field. This should be a valid email address where the user can receive the invitation.

1. Click the Send Invite button to dispatch the invitation email. You can click Cancel to close the dialog without sending.

1. Upon successful submission, a green success notification appears confirming that the invitation has been sent. The message indicates that the user should check their email for the invitation.

Part 2: Accepting the Invitation (Invited User)

Once an invitation is sent, the invited user must complete the following steps to join the organization:

1. The invited user receives an email with the subject line "You're invited by [Organization Name]!" from [email protected]. The email contains:

• A message indicating they have been invited to join Docspire

• An Accept Invitation button

• A direct link as an alternative to the button

• A note that the invitation is valid for 3 days only

1. After clicking Accept Invitation, the user is directed to the "Welcome to Your Team's Workspace" page. Here they can choose their preferred sign-up method:

• Continue with Email – Create an account using email and password

• Continue with Microsoft – Use Microsoft single sign-on (SSO) for authentication

1. If the user is new and has never registered an account with Docspire before, they must complete a registration form with the following required fields:

Field	Description
Full Name *	The user's complete name
Work Email *	Pre-populated with the invited email address
Phone Number (Optional)	Contact phone number
Company Name	Pre-populated with Organization name

1. Accept Terms and complete sign-up. Check the box to agree to the Terms of Service and Privacy Policy. Click the Sign-Up button to complete registration.

The user is now added to the organization and can access the Docspire workspace.

Switching Organizations (Existing Users)

When a user who already belongs to a Docspire organization accepts an invitation to join a different organization, they are presented with an ‘Organization Switch Required’ confirmation screen. This screen clearly displays:

• Current Organization – The organization they currently belong to

• New Organization – The organization they have been invited to join

An Important Notice section warns the user that by accepting the invitation, they will:

• Leave their current organization

• Lose access to all data, workflows, and resources in their current organization

• Become a member of the new organization

• Gain access to the new organization's resources and permissions

The user can click Accept & Switch Organization to proceed with joining the new organization, or click Reject Invitation to decline and remain in their current organization.

Managing Pending Invitations

The Invited tab in User Management displays all pending and past invitations.

Each invitation entry shows:

Column	Description
Email	The email address the invitation was sent to
Roles	The role assigned to the user upon acceptance (ADMIN or USER)
Status	Current state of the invitation (Active, Accepted, Expired)
Expiry	The date and time when an active invitation will expire (N/A for completed invitations)
Actions	Menu for managing the invitation (resend, cancel)

Invitation Statuses

Invitations can have the following statuses:

Status	Description
Active	The invitation is pending and the user can still accept it before the expiry date.
Accepted	The user has accepted the invitation and completed registration.
Expired	The 3-day validity period has passed without the user accepting the invitation.

Resending or Canceling Invitations

For active (pending) invitations, administrators can perform the following actions by clicking the three-dot menu (•••) in the Actions column:

• Cancel Invitation – Revokes the invitation immediately. The user will no longer be able to use the invitation link.

• Resend Invitation – Sends a new invitation email to the user and resets the 3-day expiration timer.

Invalid Invitations

If a user attempts to use an invitation link that has been canceled or has expired, they will see an Invalid Invitation error message stating: "This invitation is either cancelled or expired. Please contact your administrator." The administrator must send a new invitation for the user to join.

Managing Active Users

Once users accept their invitations and complete registration, they appear in the Users tab.

Administrators can manage users by clicking the three-dot menu (•••) in the Actions column, which provides the following options:

Action	Description
Delete	Permanently removes the user from the organization. This action cannot be undone.
Deactivate	Temporarily disables the user's account. The user cannot log in but their data is preserved. Can be reactivated later.
Remove from admin	Demotes an ADMIN user to standard USER role, removing their administrative privileges.

User Roles

Docspire supports two user roles:

Role	Permissions
ADMIN	Full access to all features including User Management, Settings, and system configuration. Can invite and manage other users.
USER	Standard access to document processing features. Cannot access User Management or modify organization settings.

Best Practices

• Verify email addresses – Double-check email addresses before sending invitations to avoid delays.

• Communicate with invitees – Let users know to expect an invitation email and to check their spam folder if needed.

• Act within the time limit – Remind invitees that invitations expire after 3 days. Use the Resend Invitation option if needed.

• Assign appropriate roles – Grant ADMIN privileges only to users who need to manage other users and system settings.

• Monitor pending invitations – Regularly check the Invited tab to track outstanding invitations and resend or cancel as necessary.

• Deactivate instead of delete – Consider deactivating users who temporarily leave rather than deleting them to preserve audit history.

Troubleshooting

Issue	Solution
User didn't receive invitation	Check the spam/junk folder. Verify the email address was entered correctly. Use Resend Invitation from the Invited tab.
Invitation expired	Invitations are valid for 3 days. Send a new invitation or use Resend Invitation to reset the timer.
Invalid Invitation error	The invitation was either canceled by an admin or has expired. Send a new invitation to the user.
User already in another organization	The user will see the Organization Switch Required screen. They must choose to accept and leave their current organization or reject the invitation.
Cannot find Invite User button	Verify you have ADMIN role. Only administrators can invite new users.
User cannot be deleted	Ensure you are not trying to delete yourself or the last admin. Organizations must have at least one administrator.

Related Features

• Settings – Configure organization-wide preferences and account settings.

• Process Notifications – Set up email alerts for document processing events for team members.

• Workflow – Assign users to human review tasks within document processing workflows.