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Inviting Users to GCXONE

Onboarding new team members is handled through an automated email workflow. This ensures that every user securely verifies their identity and sets their own private credentials.

Step 1: Navigate to Users​

  1. Open the Settings
  2. Click on the Users
  3. Click Invite new user to start adding a new user

Step 2: Enter User Information​

Fill in the required fields:

Personal Information:

  • First Name
  • Last Name
  • Email Address (required - serves as login ID and must be unique)
  • Phone Number (optional - for SMS alerts)

Address Information (optional):

  • Street Name
  • Building Number
  • Zip Code
  • City
  • Country

Step 3: Configure Account Settings​

Role Assignment:

  • Select the role that defines what this user can access (e.g., "End User", "Admin", "Operator", etc.)
  • Each role determines which features and actions the user can access

Customer Group (optional):

  • If you want to restrict this user to specific customer(s), select a Customer Group
  • If no Customer Group is selected, the user will have the default access defined in their role

Session Timeout:

  • Set the session timeout period (default: 30 minutes)
  • Range: 30-1440 minutes (0.5-24 hours)

Step 4: Send Invitation​

Click Submit. The user will receive two automated emails:

  1. Email Confirmation: Verifies the email is active.
  2. Password Setup Link: Allows the user to create their secure password.

What Happens Next?​

Once you click Submit, the user will receive two emails. The account setup process works as follows:

  1. The user receives an email titled "Changing your password for the nxgen NXGEN application".
  2. They click the password reset link in the email.
  3. They create a new password for their account.
  4. Upon first login, they are directed to the appropriate section based on their role:
    • If Dashboard is enabled in their role, they land on Dashboard.
    • If Dashboard is not enabled, they land on the first accessible section (e.g., Configuration).

Multi-Organization Access​

Users invited to multiple tenants use the same email address. Upon login, they are prompted to select which organization to access. They can switch between tenants anytime via Settings and Switch Tenant.

  • Single Identity: They only need one password.
  • Tenant Selection: Upon login, they will be prompted to choose which organization they want to access for that session.
  • Switching: They can switch between tenants anytime via Settings and Switch Tenant.

Troubleshooting​

  • Email Not Received: Ask the user to check their Spam/Junk folder for mail from @nxgen.cloud.
  • Login Issues: Ensure the user clicked the Verification Link in the first email before attempting to use the password setup link.

Related Articles

Roles and Access Levels

Choosing the right scope for a new user.

Customer Groups

Restricting client visibility.

Managing Users

Editing or removing active user accounts.

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