Inviting Users

Learn how Organization Admins can invite designer users to their organization via email with role assignments and secure activation.

This feature is available in FlowX SaaS deployments starting with v5.4.0.

Overview

Organization Admins can invite designer users to their organization via email. Invited users receive a secure invitation link, can be pre-assigned roles and groups, and go through a guided activation flow before becoming active members.

Only users with the Organization Admin role can invite new designer users.

Accessing user invitations

The invitation feature is available from the Designer Users page:

1. Navigate to Designer Users

   Go to Organization Settings → Designer Users

2. Open the invite dialog

   Click Invite User from the contextual menu or action bar

   

Invitation form

When inviting a new user, you can configure the following options:

Field	Required	Description
email address	Yes	Valid email format for the invitation
Designer role	No	Organization Admin or Organization Owner
Runtime Roles	No	Assign runtime roles to the user
Runtime Groups	No	Add user to runtime groups
User attributes	No	Set custom user attributes

Pre-assigning roles and groups during invitation saves time and ensures users have the correct access from their first login.

Invitation workflow

Sending an invitation

1. Enter email address

   Provide the email address of the user you want to invite

2. Configure access (optional)

   Select a designer role, runtime roles, groups, and any custom attributes

3. Send invitation

   Click Send invite to create the user and trigger the invitation email

When you send an invitation:

1. A user account is created in Keycloak with:

   • The provided email address
   • Selected runtime roles and groups
   • email verified set to false
   • Required actions: update password and update profile

2. A user record is created in FlowX with:

   • Assigned selections (roles, groups, attributes)
   • Status: Pending
   • Organization Owner role (if selected)

3. An invitation email is sent to the user

A success notification confirms: “Invitation sent successfully”

Invitation email

The invited user receives an email with the following content:

Subject: You’ve been invited to your FlowX.ai account

Hi,

You’ve been invited to join the FlowX Platform to test our new Agentic Apps.

This early access will let you explore how Agentic Apps work and give feedback on the experience before the broader rollout.

[Accept Invitation]

Best

Invitation links are valid for 2 days. After expiration, the user will need a new invitation.

User activation flow

When the invited user clicks the invitation link, they complete a two-step activation process:

Step 1: Set password

The user creates a secure password for their account:

• Minimum 8 characters, maximum 64 characters
• Must include at least one uppercase letter, one lowercase letter, one number, and one special character (!@#$%^&*()_+-)
• Cannot be the same as the user’s email address
• Upon submission, proceeds to profile setup

Step 2: Complete profile

The user provides their profile information:

Field	Required	Description
First name	Yes	User’s first name
Last name	Yes	User’s last name

Upon submission:

• User profile is updated with the provided information
• email is marked as verified
• User is redirected to the login page with a success message

First login

After completing activation and logging in for the first time:

• User status changes from Pending to Active
• First name and last name are populated in the FlowX user profile
• User appears in the Designer Users list with Active status

Handling expired invitations

If a user clicks an invitation link after it has expired (more than 2 days), they see an “Invite link expired” page.

To resolve an expired invitation, the Organization Admin needs to send a new invitation to the user.

User statuses

Status	Description
Pending	User has been invited but hasn’t completed activation
Active	User has completed activation and logged in at least once
Disabled	User account has been deactivated by an administrator

Available starting with FlowX.AI 5.5.0

The Disabled status allows administrators to deactivate user accounts without deleting them. This preserves account history and allows reactivation later.

Disabling and enabling users

Administrators can change a user’s status from the Designer Users or Runtime Users page:

1. Open user actions

   Find the user in the users list and open the context menu (three-dot menu)

2. Select the action

   Choose Disable to deactivate an active user, or Enable to reactivate a disabled user

3. Confirm the action

   Confirm the action in the dialog. The user’s status updates immediately.

The Disable/Enable actions are available only for Runtime Users. Disabled users cannot log in until their account is re-enabled.

Resending invitations

Available starting with FlowX.AI 5.5.0

If a user’s invitation has expired or was lost, you can resend it:

1. Find the pending user

   Find the user with Pending status in the Designer Users or Runtime Users list.

2. Select Resend invite

   Open the context menu and select Resend invite.

3. Invitation sent

   A new invitation email is sent with a fresh activation link.

Resend invitations are available for both Designer and Runtime users with Pending status.

Best practices

Pre-assign appropriate roles

Configure the correct designer role and runtime roles during invitation to ensure users have proper access from day one.

Use runtime groups for team organization

Add users to runtime groups during invitation to automatically organize them into teams and apply group-based permissions.

Monitor pending invitations

Regularly check the Designer Users page for users with Pending status to identify invitations that may need to be resent.

Communicate invitation timing

Let invited users know to expect the invitation email and complete activation within 2 days to avoid expiration.

Limitations

The following features are planned for future releases:

• Cancel invite - Ability to cancel a pending invitation
• Copy invite link - Ability to copy the invitation link directly

Related documentation

FlowX SaaS Overview

Learn about FlowX SaaS deployment and multi-tenancy

Access Management

Configure IAM and Keycloak settings

Workspaces

Understand workspace organization

Roles & Permissions

View the complete roles and permissions reference