What it does
Administrators create a person record, then invite them to log in as a separate step. The invitations page tracks who is ready, who has been emailed, and who has accepted.
Who it's for
Program administrators and coordinators onboard new learners, faculty, and staff. Institution and organization administrators do the same at larger scale. Sending and managing invitations requires invitation-management permission.
How it works
Creating a person. The Add Person form starts with a user type — Faculty, Resident, Fellow, Staff, Student, or External — which adapts the fields shown. Every person needs an email, first and last name, home site, role, start date, and home program. Optional fields cover additional emails, phone numbers, title, employee number, and identifiers. Trainee types add a class year; students can also record school and expected graduation. Secondary program affiliations are optional, each with its own role and start date.
As you type, the form checks existing accounts by email, secondary email, employee number, or national identifier, and warns you before a duplicate is created. National identifiers are hashed in the browser before checking.
Inviting. Creating a record does not email anyone. The invitations page shows a Ready to invite queue plus a history of every invitation with its status: sent, accepted, expired, or pending. You can send onboarding emails one at a time or in bulk, resend, or revoke. Resending to someone already logged in asks for confirmation first. Revoking never deletes the person record.
The onboarding email links to a password-setup page, usable for up to 30 days and reopenable until a password is set. After that, the link stops working and the person signs in normally. Resending or revoking replaces or invalidates outstanding links.
Bulk invitations report how many emails were sent, skipped, and failed, so nothing goes silently missing.
Before you start
You need people-create permission to add a person and invitation-management permission to send onboarding emails — the two are separate.
Know the person's email, home site, role, start date, and home program before you open the form.
Do this
Open the People page (
/users) and select Add Person → the Add Person form opens on the user type picker.On the Add Person sheet, choose a user type — Faculty, Resident, Fellow, Staff, Student, or External → the sheet adapts to show the fields for that type.
On the same sheet, enter the email, name, home site, role, start date, and home program, then save → you should see a confirmation, and the person now appears in the People list. If the email or an identifier matches an existing account, a duplicate warning appears first.
Open the Invitations page (
/users/invite) → you should see the Ready to invite queue and invitation history.On the Invitations page, select the person and choose Send onboarding email → the invitation moves from Ready to invite into the history with status Sent.
To resend or stop an invitation, find the person in the invitation history list view and select Resend or Revoke → confirm the action if asked; the status updates to reflect it.
You're done when
✓ The new person appears in the People list.
✓ Their row in the invitation history shows status Sent after you send the onboarding email.
✓ The invitee has set a password and status shows Accepted.
Boundaries and limits
Creation and invitation are separate: adding a person never sends an email until you explicitly invite them.
Onboarding emails name the person's program and institution when on record; Medtrics appears only as the platform, not a stand-in school name.
Onboarding emails use the platform's standard branded template; a per-invite custom message is not supported.
Invite setup links are valid for 30 days and stay openable until the password is set; they are not single-use email OTPs.
Password-reset emails are a separate flow and do not use the invite link.
User types are fixed to the six listed above; you cannot define additional ones from this form.
A secondary affiliation cannot duplicate the primary program or another secondary program.
Field limits: first name up to 30 characters, last name up to 150, email up to 255, phone numbers up to 20.
Duplicate detection covers email, additional emails, employee number, and national identifiers; it warns on matches but the administrator resolves them.
Revoking an invitation invalidates the current setup link but keeps the person record; you can invite them again later.
Sending and managing invitations requires invitation-management permission; users without it are redirected away from the invitations page.
Exporting the invitation list covers rows currently shown; an all-rows export is not available.
Common questions
Q: I added a person — why haven't they received an email? A: Adding a person does not send anything. Go to the invitations page and send the onboarding email from the ready-to-invite queue.
Q: What happens if I revoke an invitation? A: The current setup link stops working. The person record stays intact, and you can send a fresh onboarding email whenever you are ready.
Q: Can I re-invite someone who already logged in? A: Yes, but the platform warns you first, since a new password-setup email is usually unnecessary for an active user.
Q: The invitee opened the email link twice — will it still work? A: Yes, until they finish setting a password (or the link expires or is revoked). After a successful password setup, the same link no longer works and they should sign in with their new password.
Q: How do I avoid creating the same person twice? A: The form checks emails, employee numbers, and national identifiers against existing accounts as you type and flags matches before you save. If duplicates already exist, they can be merged afterwards.
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