Inviting users to join an organization

In the back office, agency personnel can send invitations to individuals to join an organization as authorized users. Invitations are sent using a notification template that is specified in the PortalSetup configuration.

Note: The Authorized Users tab in the Contact Information dialog box is shown only if the Authorized Users feature toggle is enabled.

The process varies depending on whether the organization's contact information record is associated with an existing portal profile.

  • If the contact does not already have an organization profile, you can send an invitation to create the profile and join it as an authorized user and administrator. Organization profiles cannot be created directly by agency staff in the back office. The profile is created when the invitee accepts the invitation.
  • If there is an existing organization profile for the contact, you can invite additional users to join it.
  1. Select Resources > Contact and Property Browser.
  2. Look up a contact that is designated as an organization.
  3. Open the contact in the InfoViewer.
  4. Open an existing contact information record for this contact from the Contact Information grid.
  5. Click the Authorized Users tab.
  6. Click Add above the Authorized Users grid.
  7. Click the Add button above the grid in the Invite Authorized Users dialog box.
  8. Specify this information in the Authorized Users grid:
    Email Address
    Specify the email address to which the invitation will be sent. This does not need to be an existing contact's email address, it is only the address to which the invitation is sent.
    Is Admin
    Select this check box if the person you are inviting will be an administrator of the organization profile in Rhythm for Civics.

    An administrator can manage the organization's profile and invite others to join. If the invited user is not an administrator, they can act on behalf of the organization in Rhythm for Civics but they cannot perform administrative tasks.

    Association Start Date
    Specify the starting date of the person's association with the organization as an authorized user.
    Association End Date
    Specify the ending date of the person's association with the organization as an authorized user.
  9. Click Send.
    If an invitation hasn't been accepted yet, the Authorized Users grid only shows the email to which the invitation was sent. After the user accepts the invitation, the grid also shows their name.