Invite Users and Assign Organization Membership - Article

Help people join the right organization with less manual administration. Choose suitable invitation and assignment routes, and understand how membership differs from account registration and training enrollment.

Updated: 27 Sep 2026

9 min read

Summary

Choose an entry route that places people in the correct organization with the least unnecessary administration. Use direct assignment for controlled account management, email invitations for named recipients, QR invitations for suitable distributed entry points, and domain-based assignment where the email domain is a dependable business rule.

This article explains how to:

Choose the appropriate membership route.
Invite users by email or QR code.
Use email masks and organization-specific links deliberately.
Separate account registration, organization membership, and training enrollment.

Three outcomes that should not be confused

A person may need to create an account, join an organization, and enroll in learning. These are separate outcomes, even when a configured process connects them.

Outcome	What it establishes	What it does not prove
Account registration	The person has a platform account.	They necessarily joined the intended organization.
Organization membership	The account is related to the organization or branch.	They necessarily hold an administrative role or are enrolled in training.
Training enrollment	The person participates in a particular Training Activity.	They were added to every organization associated with the offer.

For example, a partner welcome link may lead a new technician through registration and into the partner organization. Training is then assigned only if the relevant automatic enrollment or onboarding process has been configured.

Choose the entry route

Route	Best suited to	Important boundary
Add existing	Known people who already have accounts.	Administrators must be able to find and manage the account within their permitted scope.
Create new	Controlled administrative account creation.	Follow the profile and account-notification process; do not create a duplicate account for an existing person.
Invite by email	Named recipients who should complete the entry process themselves.	The invitation is associated with the intended email identity. Sending it does not mean membership is complete.
QR invitation or its link	A registration route distributed through welcome material, a local coordinator, or an appropriate physical entry point.	A shared QR code is not proof of identity and should not be treated as a named, single-use invitation.
Email mask	A trusted email domain maps reliably to an organization.	Contractors, shared domains, and personal email addresses may not fit the rule.
Custom organization URL	A branded entry route that may also assign membership according to configuration.	Branding and membership assignment are separate behaviors.
Import, API, or identity provisioning	An approved source system maintains large or changing populations.	Agree which system owns membership and how removals or transfers are handled.
Questionnaire-driven profile updates	Guided onboarding in which approved answers determine the person’s organizational relationship.	Configured questionnaire rules can update Organization profile values. A response does not by itself create an account or enroll the person in training.
Share an activity on behalf of an organization	A partner or customer distributes a specific training offer with its organizational entry context.	Use the activity Share action with a configured organization custom URL. Check the recipient state and membership-assignment configuration; a generic activity link is not equivalent.

For direct administrative assignment, use Manage Organization Members and Member Limits. Organization structure imports are covered separately from user imports in Import and Maintain Organization Structures.

Invite a user by email

Signup must be enabled for the invitation route, and the person sending the invitation must have the appropriate permission. Manager invitation access can be configured separately.

Open the intended organization.
Select Add member → Invite by email.
Enter the recipient's email address in Invite members.
Check the address and organization, then select Invite.
Ask the recipient to follow the invitation and complete the required registration or login steps.
Verify the resulting organization membership rather than relying only on the sent email.

An existing user should accept using the account associated with the invited email address. If they are signed in to a different account, they should sign out and use the intended account. This is particularly important for people who have both work and test accounts or several email identities.

When a Manager manages several organizations, they should open the intended organization before inviting. A valid recipient added to the wrong customer is still an incorrect membership outcome.

Use QR invitations

Use the available Get QR invitations action on the organization list, the individual organization's Get invitation QR code action, or the corresponding suborganization controls. Supported list and bulk actions allow codes to be obtained for several organizations. Signup and the relevant role permissions must be enabled.

Distribute the code or its link only where joining that organization is appropriate. Include a short explanation of who should use it and what to do if they already have an account.

Person using the QR invitation	Membership behavior	Guidance to provide
A new, unregistered user	Completing signup through the invitation route adds the person to the target organization or suborganization.	Complete registration from the supplied route rather than starting a separate generic signup.
An existing user who is already signed in	Opening the QR invitation adds the signed-in account to the corresponding organization or suborganization.	Confirm that the correct account is signed in before using the code.
An existing user who is not signed in	Simply following the code and logging in does not complete the QR membership assignment in the same way as new-user signup.	Sign in to the intended account, then open the invitation again and verify membership.

Member limits still apply. A code remaining available does not guarantee that the target branch has capacity for another person.

Treat a QR invitation as a join route, not as a secure substitute for a controlled, named invitation. Avoid placing an organization join code on public material when membership should be limited to approved individuals.

Assign membership with an email mask

Open the organization Settings → General and configure Email mask using the supported domain format, such as example.com. The rule allows users to be added according to their email address. Matching can also apply to a newly created account entering through SSO.

Use this when domain ownership maps reliably to the intended population. A company's dedicated domain may be appropriate; a public email service or a domain shared by unrelated customer populations usually is not.

Before applying the rule, consider employees, contractors, subsidiaries, aliases, and people who register with another address. Maintain a direct-assignment or invitation route for approved exceptions rather than broadening the rule until it admits the wrong audience.

A deliberate removal is respected

When a user who was assigned through an email mask is subsequently removed manually from that organization, the same domain rule does not automatically add them back. If the relationship should be restored, add the person deliberately.

This prevents routine matching from undoing an intentional removal. It also explains why a matching email address is not always enough to diagnose missing membership.

Understand membership through custom URLs

A custom organization URL can provide the organization's appearance before login. Separate platform controls determine whether new users are assigned when signing up and whether existing users are assigned when logging in through an organization-specific route.

The new-user and existing-user controls can differ. A direct organization URL and an organization-specific activity link also should not be treated as identical in every signed-in state.

For the route you intend to distribute, verify:

A new user completing signup.
An existing user who starts signed out.
An existing user who is already signed in.

Do not infer successful membership from the logo or background. Confirm the person's resulting organization relationship. Use Configure Organization Branding, Contact Details, and Custom URLs for the branded-entry setup.

Share the right entry context

For a customer campaign, an administrator can use the activity’s Share action to share on behalf of an organization that has a custom URL. This preserves the intended branded and organizational route instead of relying on a manually constructed address. Check signup or login assignment separately, particularly for people who already have an account.

For guided onboarding, a configured questionnaire can collect a person’s business relationship and update Organization profile values through approved rules. Use only answers that are suitable evidence for the membership being assigned; do not let an unrestricted choice grant an inappropriate customer relationship. Then verify membership and any resulting learning assignment as separate outcomes.

Connect membership to the intended learning

Where the Activities setting is enabled at organization or suborganization level, the configured process can add members to selected activities. Processing is performed in the background when relevant membership or organization changes occur; it should not be described as necessarily instantaneous.

Alternatively, use the appropriate onboarding rules for the learning journey. See Onboarding Rules.

Choose one clear design for each requirement. An organization welcome route, an activity invitation, and an onboarding rule should not accidentally assign the same learning several ways or send contradictory messages.

Practical entry patterns

Requirement	Recommended design	Outcome
A customer coordinator invites named employees	Send organization email invitations to the agreed work addresses.	Each person can complete entry using the correct identity.
A partner distributes a join route during onboarding	Provide the partner's QR invitation in controlled welcome material.	New members enter the intended partner population without individual administrative creation.
An employer uses one dedicated email domain	Apply an approved email mask, with a separate route for exceptions.	Routine matching reduces manual assignment.
A customer wants a branded welcome page	Configure a custom URL and decide separately whether it should assign membership.	A recognizable entry experience supports, rather than obscures, the membership policy.
Membership is maintained by a corporate identity system	Use the approved provisioning process and document manual exceptions.	The platform and the authoritative people system remain aligned.

Verify the setup

Scenario or check	Expected result or evidence
Recipient identity Accept a named invitation with the intended account.	The correct person joins the correct organization.
User state Test new, signed-out existing, and signed-in existing users for the route being distributed.	Instructions match the actual registration and login behavior.
Capacity and scope Review the target branch and relevant limits.	Entry does not place users in the wrong branch or bypass the intended capacity.
Learning outcome Inspect membership and any configured learning assignments separately.	The intended organization and training results are both achieved.

Troubleshooting

What you observe	What to check
Invite by email or QR invitation is missing	Check signup, role permissions, Manager-specific configuration, and relevant member limits.
An existing user cannot accept an email invitation	Confirm that the active account uses the invited email address. Sign out of a different account and retry with the intended one.
A QR user logged in but did not join	Have the existing user sign in, reopen the QR invitation, and verify membership.
A matching email address does not restore membership	Check whether the person was deliberately removed after email-mask assignment. Restore membership manually if approved.
The branded page appears but membership is absent	Check the custom URL's membership configuration and the user's login state; branding is not membership evidence.
An invitation email is not received	Check the address and the platform's Email Sending information, then provider delivery evidence where required. See Email Sending.

FAQ

Why did an existing user log in through a QR invitation without joining the organization?

For this route, an existing user who starts signed out should first sign in to the intended account, then reopen the QR invitation. Verify the resulting organization or suborganization membership. A successful login alone is not evidence that the membership was assigned.
Will an email mask restore an organization membership that was removed manually?

No. When an email-mask-assigned user is deliberately removed from the organization, the same matching rule does not automatically add them back. Add the person deliberately if the relationship should be restored.
Which account should an existing user use to accept an organization email invitation?

The account associated with the invited email address. If another account is currently signed in, sign out and use the intended account. After acceptance, verify that the correct person joined the intended organization.
Is an organization QR invitation the same as a Training Activity QR enrollment link?

No. An organization QR invitation concerns organization membership; an activity QR enrollment link concerns participation in training. Joining an organization does not, by itself, enroll the person in its learning activities.