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How to Invite Users and What Happens Next

This guide explains how to invite users to the NineID platform and use the magic codes.

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Written by Sophie
Updated over 3 months ago

How to invite Users:

After completing the configuration of your environment, new users can be added in two ways:

  • Adding Users via the Platform

  • Adding Users via Calendar Invites

1. Adding Users via the Platform

By a Site Admin

  1. Go to the Users menu.

  2. Click + Add User in the top-right corner.

  3. Complete the required fields (First Name, Last Name, Email, etc.).

Note on Roles:

  • User Roles → Define what a user can do on the site (e.g., Visitor, Contractor).

  • System Roles → Define who can manage the environment (e.g., Site Admin, Group Admin).

By a Company Admin

If contractors are responsible for managing part of the environment, they may be assigned as Company Admins.

  • Company Admins follow the same process as Site Admins to add users.

2. Adding Users via Calendar Invites

If your environment is configured to allow calendar invites, certain event-based roles (e.g., Visitors) can be added this way.

  1. Add the provided email address (shared during setup) as an attendee to your calendar invite.

  2. Once the invite is sent:

    • External attendees (not using an approved email domain) receive an invitation email to the platform.

    • The platform automatically creates an event for that date and time.

    • All invited users are added to the event.

How User Invites Work

When invited (via Admin, Company Admin, or Calendar Invite), the user receives an invitation email.

Invitation Email

  • Includes a link: “Get your access code.”

  • Redirects the user to their task overview on the platform.

  • Links are valid for 7 days.

  • Users may receive multiple valid invites in their inbox.

Calendar Invite Exceptions:

  • Initial invite → Sent when the event is created, valid until the event date.

  • Reminder invite → Sent 24 hours before the event, valid until the event date (runs concurrently with the first invite).

Magic Code

Each invite includes a unique Magic Code tied to the invitation link.

  • The Magic Code can be used to:

    • Log in via Onboarding Mode on a tablet.

    • Activate the mobile app on a smartphone.

⚠️ Important:

  • Once the Magic Code is used, it expires immediately along with the link in the email.

  • If the user needs a new Magic Code, it can be regenerated from the User Profile:

    1. Open the user’s profile.

    2. Click the three dots in the top-right corner.

    3. Select Generate magic code and share it with the user

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