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# How to invite users to your account

# How to invite users to your account

There are two ways to add people to your SimplyPrint account: send an **email invite** to a specific address, or create a **shareable invitation link** that anyone can use to join. This guide covers both, including the group new members land in, how user slots work, and how to manage invitations you've already sent.

|| Inviting users is part of the plans that include multiple users: the Print Farm, School and Enterprise plans. See the [pricing page](https://simplyprint.io/pricing) for the full comparison.

## What you'll find here
- Where to start
- Inviting someone by email
- Creating a shareable invitation link
- How long invitations last
- Choosing the user group
- User slots and the member limit
- Managing pending invitations

## Where to start
1. Open the **Users** page from the panel sidebar.
2. Click the **Invite users** button in the top right.
3. The invite window opens with two tabs: **Email invite** and **Invitation link**.

## Inviting someone by email

![The invite window on the email invite tab](https://storage.crisp.chat/users/helpdesk/website/-/f/f/2/2/ff22a914001c1000/inviting-users-invite-email_a5tf1j.png)

Use this when you know the exact email addresses of the people joining.

1. On the **Email invite** tab, type an email address and press Enter to add it. You can add several at once, each shows as a chip.
2. Pick the **user group** the new members will join.
3. On the School and Enterprise plans you can also tick **teacher**, assign **classes**, and set **temporary access** at the same time.
4. Choose the **invite language** (English or Danish) for the email.
5. Click **Email invite**.

Each person gets an email titled "Invitation to [your account]" with an **Accept invitation** button. When they click it, they sign in or create their SimplyPrint account and join yours.

| An email invite can only be accepted by the address it was sent to. If someone needs to join with a different email, send a new invite to that address, or use an invitation link instead.

## Creating a shareable invitation link

![The invite window on the invitation link tab](https://storage.crisp.chat/users/helpdesk/website/-/f/f/2/2/ff22a914001c1000/inviting-users-invite-link_rcd0yk.png)

Use this when you'd rather hand out one link, for example to a class or a whole department, instead of typing every address.

1. Switch to the **Invitation link** tab.
2. Pick the **base role** everyone using this link should join with.
3. On School and Enterprise accounts, optionally pick the **workgroups** they should hold as well.
4. Set **max uses**, the number of people who can join with the link. Enter `0` for no limit.
5. On the School and Enterprise plans you can set **temporary access** for everyone who joins through the link.
6. Click **Create link**, then copy the link that appears and share it.

Anyone who opens the link signs in or registers and joins your account, up to the max-uses limit.

||| An invitation link **does** carry a group: pick the **base role** everyone joining through the link should land in, and on School and Enterprise accounts any **workgroups** they should hold as well. What a link does not carry is the teacher flag or class assignment - set those from the Users table after people have joined, or send email invites instead.

## How long invitations last
Both email invites and invitation links are valid for **24 hours** from the moment you create them. After that they stop working, even an invitation link with unused capacity left, and you'll need to create a new one. Resending an email invite only works while it's still valid and does not extend the 24 hours.

| If you're rolling out to a lot of people, create the invite or link right before you share it, and plan for everyone to join within the day. For a standing, hands-off way to add and remove members, use [SCIM provisioning](https://help.simplyprint.io/en/article/scim-provisioning-automatically-sync-users-from-your-identity-provider-1j9r556/) or [import a list](https://help.simplyprint.io/en/article/importing-users-from-a-csv-or-directory-export-1gptsxc/) instead.

## Choosing the user group
The group you pick at invite time decides what the new member can do from the moment they join. The dropdown lists every group in your account, but you can only assign groups at or below your own level, unless you're an administrator or the owner. Groups you aren't allowed to assign are shown but disabled.

If you're not sure which group to choose, start with a lower-permission one, you can always change it later. See [User groups and permissions](https://help.simplyprint.io/en/article/user-groups-and-permissions-what-each-one-controls-1284ueh/) for what each group can do.

### Adding workgroups at invite time
On School and Enterprise accounts the invite form has a second selector, below the group: **workgroups**. A member has one user group but can hold any number of workgroups, and each one adds permissions and printer access on top of the group.

Picking workgroups here means people arrive already in the right ones - the new cohort lands as Students *and* in "Year 11 Design Project" in a single invite, instead of needing a second pass over the Users page once they've accepted. This works on both email invites and shareable links, and the assignment is recorded as coming from that invitation, so it doesn't interfere with anything SSO or a class grants the same person later.

See [Workgroups: layering extra access on top of a member's role](https://help.simplyprint.io/en/article/workgroups-layering-extra-access-on-top-of-a-members-role-qjypld/).


## User slots and the member limit
Your plan includes a number of **user slots**, and the counter at the top of the Users page shows how many are in use, for example `12 / 25`.

- **Invitations don't use a slot until they're accepted.** Pending invites and unused links don't count.
- You can still send invites when you're full, but recipients won't be able to accept until you free up a slot or add more. The invite window warns you when this is the case.
- To add capacity, an administrator can buy more user slots in **Settings → Billing**. (The Print Farm, School and Enterprise plans can add extra slots; School accounts include a large allowance to start with.)

## Managing pending invitations

![The pending invitations table on the Users page](https://storage.crisp.chat/users/helpdesk/website/-/f/f/2/2/ff22a914001c1000/inviting-users-pending-invitat_9ob75i.png)

While invitations are outstanding, a **Pending Invitations** card appears on the Users page. From it you can:

- **Copy link** to grab the join link for any invitation again.
- **Resend email** to send an email invite again (email invites only, and only while still valid).
- **Edit** an invitation link's max-uses.
- **Delete** an invitation to revoke it, so the link or email can no longer be used.

You can also select several invitations and delete them together.

## Related articles
- [Workgroups: layering extra access on top of a member's role](https://help.simplyprint.io/en/article/workgroups-layering-extra-access-on-top-of-a-members-role-qjypld/)
- [Managing your users: the Users page](https://help.simplyprint.io/en/article/managing-your-users-the-users-page-15hfca/)
- [User groups and permissions: what each one controls](https://help.simplyprint.io/en/article/user-groups-and-permissions-what-each-one-controls-1284ueh/)
- [Approving new members and confirming their email](https://help.simplyprint.io/en/article/approving-new-members-and-confirming-their-email-1j68zuw/)
- [Give a member temporary access](https://help.simplyprint.io/en/article/give-a-member-temporary-access-58a6an/)
- [Importing users from a CSV or directory export](https://help.simplyprint.io/en/article/importing-users-from-a-csv-or-directory-export-1gptsxc/)
- [Set up single sign-on (SSO)](https://help.simplyprint.io/en/article/set-up-single-sign-on-sso-for-simplyprint-4coj1g/)