Adding or inviting a user

Give someone access by email invitation, or create their account with a temporary password.

What this page is for

Use this page to give a new person access to your organisation. There are two ways:

Send an invitation: they receive an email link and choose their own password. Best for most people.
Create with a temporary password: you create the account now and give them a password yourself (for example in person). They must change it the first time they sign in. Useful for staff without reliable email.

People with Add and invite users permission (by default Admin) and the account owner.

Choose Send an invitation.
Fill in their name and email address, and choose a role.
Tick Employee and Can be given tasks if they apply.
Select Save. The invitation is emailed, and the link is also shown on the next screen so you can send it by chat (for example WhatsApp).

Choose Create with a temporary password.
Fill in the details and select Save.
The temporary password is shown once. Copy it and give it to the person privately.
When they sign in, they are asked to choose their own password.

Field	What to enter	Rules
How should they get access?	Invitation or temporary password	Required.
Full name	The person's name	Required, up to 120 characters.
Email address	Their email address	Required. One account per email address.
Phone	Optional phone number	Up to 32 characters.
Role	What they may see and do	Required. See Roles and permissions.
Employee	Tick for your own staff	Includes them in staff lists, leave and performance.
Can be given tasks	Tick for people who do check-ins, check-outs or cleaning	Used by the housekeeping module.

An invitation stays waiting until accepted, cancelled or expired.
If the email address already has a CityLights account (for example with another company), no new account is created. The existing account is added to your organisation and the person signs in with their existing password.
Every addition is recorded in the change history.

Which method is safer? Invitations, because nobody else ever knows the person's password.

Can I change the role later? Yes, on the person's page. See Editing a user.

Problem	What to do
"This person is already a member"	They already belong to your organisation. Find them in Users instead.
The invitation email didn't arrive	Ask them to check spam, or send them the link shown after saving. You can also select Send new link on the Users page.
I lost the temporary password before giving it out	Open the person's page and select Set a temporary password to create a new one.