> ## Documentation Index
> Fetch the complete documentation index at: https://docs.flowx.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Inviting Users

> Learn how Organization Admins can invite designer users to their organization via email with role assignments and secure activation.

## Overview

Organization Admins can invite designer users to their organization via email. Invited users receive a secure invitation link, can be pre-assigned roles and groups, and go through a guided activation flow before becoming active members.

> [!NOTE]
>
> Only users with the **Organization Admin** role can invite new designer users.

> [!NOTE]
>
> **SMTP is required.** Invitations and password-recovery emails are dispatched by Keycloak. On self-hosted deployments the client must configure SMTP in Keycloak (per realm) before either flow will work — without it, invitations fail silently. See [Email (SMTP) configuration](https://docs.flowx.ai/6.x/setup-guides/access-management/configuring-an-iam-solution.md#email-smtp-configuration).

## Accessing user invitations

The invitation feature is available from the Designer Users page:

**1. Navigate to Designer Users**

Go to **Organization Settings** → **Designer Users**

**2. Open the invite dialog**

Click **Invite User** from the contextual menu or action bar

![Invite User button in Designer Users page](https://s3.eu-west-1.amazonaws.com/docx.flowx.ai/5.x/mti3.png)

## Invitation form

When inviting a new user, you can configure the following options:

| Field | Required | Description |
| - | - | - |
| **email address** | Yes | Valid email format for the invitation |
| **Designer role** | No | Organization Admin or Organization Owner |
| **Runtime Roles** | No | Assign runtime roles to the user |
| **Runtime Groups** | No | Add user to runtime groups |
| **User attributes** | No | Set custom user attributes |

![Invitation form with email, roles, and groups fields](https://s3.eu-west-1.amazonaws.com/docx.flowx.ai/5.x/saas2.png)

> [!TIP]
>
> Pre-assigning roles and groups during invitation saves time and ensures users have the correct access from their first login.

## Invitation workflow

### Sending an invitation

**1. Enter email address**

Provide the email address of the user you want to invite

**2. Configure access (optional)**

Select a designer role, runtime roles, groups, and any custom attributes

**3. Send invitation**

Click **Send invite** to create the user and trigger the invitation email

When you send an invitation:

1. A user account is created in Keycloak with:
   * The provided email address
   * Selected runtime roles and groups
   * email verified set to `false`
   * Required actions: update password and update profile

2. A user record is created in FlowX with:
   * Assigned selections (roles, groups, attributes)
   * Status: **Pending**
   * Organization Owner role (if selected)

3. An invitation email is sent to the user

> [!TIP]
>
> A success notification confirms: "Invitation sent successfully"

### Invitation email

The invited user receives an email with the following content:

> [card] Invitation email
>
> **Subject:** You've been invited to your FlowX.ai account
>
> Hi,
>
> You've been invited to join the FlowX Platform to test our new Agentic Apps.
>
> This early access will let you explore how Agentic Apps work and give feedback on the experience before the broader rollout.
>
> **\[Accept Invitation]**
>
> Best

> [!WARNING]
>
> Invitation links are valid for **2 days**. After expiration, the user will need a new invitation.

## User activation flow

When the invited user clicks the invitation link, they complete a two-step activation process:

### Step 1: Set password

The user creates a secure password for their account:

* Minimum 8 characters, maximum 64 characters
* Must include at least one uppercase letter, one lowercase letter, one number, and one special character (`!@#$%^&*()_+-`)
* Cannot be the same as the user's email address
* Upon submission, proceeds to profile setup

### Step 2: Complete profile

The user provides their profile information:

| Field | Required | Description |
| - | - | - |
| **First name** | Yes | User's first name |
| **Last name** | Yes | User's last name |

Upon submission:

* User profile is updated with the provided information
* email is marked as verified
* User is redirected to the login page with a success message

### First login

After completing activation and logging in for the first time:

* User status changes from **Pending** to **Active**
* First name and last name are populated in the FlowX user profile
* User appears in the Designer Users list with Active status

## Handling expired invitations

If a user clicks an invitation link after it has expired (more than 2 days), they see an "Invite link expired" page.

> [!WARNING]
>
> To resolve an expired invitation, the Organization Admin needs to send a new invitation to the user.

## User statuses

| Status | Description |
| - | - |
| **Pending** | User has been invited but hasn't completed activation |
| **Active** | User has completed activation and logged in at least once |
| **Disabled** | User account has been deactivated by an administrator |

### Disabling and enabling users

Administrators can change a user's status from the Designer Users or Runtime Users page:

**1. Open user actions**

Find the user in the users list and open the context menu (three-dot menu)

**2. Select the action**

Choose **Disable** to deactivate an active user, or **Enable** to reactivate a disabled user

**3. Confirm the action**

Confirm the action in the dialog. The user's status updates immediately.

> [!NOTE]
>
> The Disable/Enable actions are available only for **Runtime Users**. Disabled users cannot log in until their account is re-enabled.

### Resending invitations

If a user's invitation has expired or was lost, you can resend it:

**1. Find the pending user**

Find the user with **Pending** status in the Designer Users or Runtime Users list.

**2. Select Resend invite**

Open the context menu and select **Resend invite**.

**3. Invitation sent**

A new invitation email is sent with a fresh activation link.

> [!TIP]
>
> Resend invitations are available for both Designer and Runtime users with Pending status.

## Best practices

> [accordion] Pre-assign appropriate roles
>
> Configure the correct designer role and runtime roles during invitation to ensure users have proper access from day one.

> [accordion] Use runtime groups for team organization
>
> Add users to runtime groups during invitation to automatically organize them into teams and apply group-based permissions.

> [accordion] Monitor pending invitations
>
> Regularly check the Designer Users page for users with Pending status to identify invitations that may need to be resent.

> [accordion] Communicate invitation timing
>
> Let invited users know to expect the invitation email and complete activation within 2 days to avoid expiration.

## Limitations

> [!NOTE]
>
> The following features are planned for future releases:
>
> * **Cancel invite** - Ability to cancel a pending invitation
> * **Copy invite link** - Ability to copy the invitation link directly

## Related documentation

> [card] [FlowX SaaS Overview](https://docs.flowx.ai/6.x/docs/saas/saas-overview.md)
>
> Learn about FlowX SaaS deployment and multi-tenancy

> [card] [Access Management](https://docs.flowx.ai/6.x/setup-guides/access-management/access-management-overview.md)
>
> Configure IAM and Keycloak settings

> [card] [Workspaces](https://docs.flowx.ai/6.x/docs/projects/workspaces.md)
>
> Understand workspace organization

> [card] [Roles & Permissions](https://docs.flowx.ai/6.x/setup-guides/access-management/roles-permissions-matrix.md)
>
> View the complete roles and permissions reference


## Related topics

- [FlowX.AI 5.6.0 Release Notes](https://docs.flowx.ai/release-notes/v5.x/v5.6.0-march-2026/v5.6.0-march-2026.md)
- [Workspaces](https://docs.flowx.ai/6.x/docs/projects/workspaces.md)
- [Configuring an IAM solution (Keycloak)](https://docs.flowx.ai/6.x/setup-guides/access-management/configuring-an-iam-solution.md)
- [FlowX.AI 5.13.0 Release Notes](https://docs.flowx.ai/release-notes/v5.x/v5.13.0-september-2026/v5.13.0-september-2026.md)
- [FlowX.AI 5.9.x to 6.0.0 changelog](https://docs.flowx.ai/release-notes/v6.x/5.9-to-6.0-changelog.md)


This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.