Inviting Users

What Inviting Users Does

Onboarding new team members in GCXONE is handled through an automated email workflow.

Only users with Admin or Super Admin roles can invite new users.

Why It Matters

A secure and structured invitation process ensures no user accesses the platform without an assigned role — preventing unauthorized access and blocked login screens from day one.

How It Works

Inviting a user creates an account tied to a tenant, with a required Genesis Role and GCXONE Role that together decide what the user can access — a user invited without a role assigned lands on a blocked screen the moment they log in.

What happens next depends on whether the invited address already has an NXGEN account: a brand-new address is asked to verify itself and set a password before it can sign in, while an address that already has an NXGEN account (for example, an existing user added to a second tenant) is simply granted access and signs in with the password it already has.

In both cases, the user's status in the User List shows Active immediately after the invite is sent, even before a brand-new user has clicked either verification link. Manage the user afterward via the Actions (⋮) menu: Edit User / Edit User Entities / Remove User.

For the full invite form, every field, and the exact email copy, refer to User Management.

Multi-Organization Access

Users invited to multiple tenants use the same email address.

• Single Identity — They only need one password across all organizations.
• Tenant Selection — Upon login, they are prompted to choose which organization to access for that session.
• Switching — They can switch between tenants anytime via Settings → Switch Tenant.

Service provider and event provider information is resolved from the selected tenant context.

Real-World Use Cases

• A new operator joins the team — admin invites them, assigns the Operator role, and they receive the email verification and password setup emails.
• A service provider manages multiple tenants — the same user is invited to three organizations and uses one password to access all of them, selecting the tenant at login.
• An existing user is added to a second tenant — they get a single "Access Granted" email and can log in immediately with their existing password.

Best Practices

• Always assign a role before clicking Send Invitation — a user with no role lands on a blocked screen at first login.
• Set the Session Timeout based on the operator's environment — shorter for shared workstations, longer for dedicated monitoring stations.
• Ask users to check their Spam or Junk folder if they don't receive the invitation within a few minutes.

Additional Details

Troubleshooting

Email Not Received Ask the user to check their Spam or Junk folder for mail from nxgen.io or @nxgen.io.