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How to invite a new user to a supplier account

Goal​

Invite a new user to join the VISN platform. The invited user will receive an email with a registration link to complete their account setup.

  • Edit User Details (link when published)
  • From the left navigation menu, expand Settings by clicking on it
  • Select Administration from the Settings submenu

Settings menu with Administration option

  • The Administration page displays with several administrative options

Administration page highlighting Users section

Access Users Management​

  • On the Administration page, locate the Users section
  • The Users section displays:
    • Title: "Users"
    • Description: "Create and maintain users"
  • Click the VIEW > button on the right side of the Users section

Administration page with Users option

View Users List​

  • The Users page opens, displaying a list of existing users
  • The Users page shows:
    • An Invite User button to invite new users
    • A table listing existing users with relevant information
    • Action icons for managing users

Users page showing existing users list

Open Invite User Drawer​

  • Click the Invite User button to invite a new user
  • The Invite User drawer opens, displaying a form with required fields

Invite User drawer with form fields

Fill in User Details​

  • In the "Invite User" drawer, enter the following information:
    • First Name: Enter the user's first name
    • Last Name: Enter the user's last name
    • Email Id: Enter a valid email address for the user
    • Mobile Number: Enter the user's mobile number (optional)
    • Role: Select or enter the role to be assigned to the user
    • Default Site: Select the default site from the dropdown
    • Additional Site(s): Select any additional sites if needed (optional)

Invite User drawer with filled fields ready to send

User Invitation Best Practices
  • Ensure the email address is valid and accessible by the user
  • Select an appropriate role that matches the user's responsibilities
  • Choose the correct default site to ensure proper access
Cancel Option

To cancel the user invitation, click the Cancel button or the X icon in the top right corner of the drawer. Any entered information will be discarded.

Send the Invitation​

  • Review all entered information to ensure accuracy
  • Click the Send button to send the invitation email
  • The drawer closes and a success notification appears in the top right corner of the screen confirming the invitation
  • The notification displays:
    • A green checkmark icon
    • Title: "Invite user"
    • Message: "xxxx has been invited successfully"
  • The notification automatically disappears after a few seconds

Success notification confirming user invitation

Email Delivery

The invitation email is typically delivered within a few minutes. If the user doesn't receive the email, check the spam/junk folder or resend the invitation if necessary.

Receive Invitation Email​

  • The invited user receives an email invitation to join ViSN
  • The invitation email contains:
    • A welcome message from the supplier group (e.g., "xxxx invites you to join the VISN platform")
    • Instructions to join the VISN platform
    • A CLICK TO JOIN button that links to the registration page
    • Footer indicating "Sent by VISN"

Invitation email sent to user

Access Registration Page​

  • Click the CLICK TO JOIN button in the invitation email
  • The registration page opens, displaying the "Complete Registration" form
  • The page shows:
    • Title: "Complete Registration"
    • Subtitle: "You are invited to join VISN"
    • Form fields for completing registration

Registration page for invited user

Complete Registration Form​

  • Fill in all required fields in the registration form:
    • Firstname:
      • Enter the user's first name in the "Firstname" field
    • Lastname:
      • Enter the user's last name in the "Lastname" field
    • Password:
      • Enter a secure password in the "Password" field
      • Password requirements: "Use 8 or more characters with a mix of letter, number & symbols"
      • Use the eye icon to toggle password visibility
    • Confirm Password:
      • Re-enter the same password in the "Confirm Password" field
      • Use the eye icon to toggle password visibility
      • Ensure both password fields match

Registration form with password fields

Password Security
  • Use a strong, unique password that meets all requirements
  • Avoid using easily guessable information

Submit Registration​

  • Review all information to ensure accuracy
  • Verify that both password fields match
  • Click the Register Now button to complete registration
  • The form validates the password requirements and confirms password match

Registration form ready to submit

Registration Success​

  • After successful registration, a success notification appears in the top right corner
  • The notification displays:
    • A green checkmark icon
    • Title: "Registration Completed"
    • Message: "xxxx registered successfully"
    • A close (X) icon to dismiss the notification

Registration completion notification

Account Activation​

  • Once registration is complete, the user account is activated
  • The user can now sign in to the VISN platform using:
    • The email address that received the invitation
    • The password they created during registration

Troubleshooting​

User Management View button is disabled​

Problem: The "View >" button is disabled on the Administration page.

Solutions:

  • Verify the account has administrator permissions
  • Check that the logged-in account has user management access
  • Contact the system administrator if the issue persists

Email address already exists​

Problem: An error message appears indicating the email address is already registered.

Solutions:

  • Verify if the user already has an account in the system
  • Check if a pending invitation exists for this email
  • Use a different email address if creating a new account
  • Contact the system administrator to resolve duplicate accounts

Invitation email not received​

Problem: The user reports not receiving the invitation email.

Solutions:

  • Verify the email address was entered correctly
  • Check the user's spam/junk folder
  • Resend the invitation if necessary
  • Contact support if the issue persists
  • Edit User Details: Modify user information after invitation
  • Resend Invitation: Send a new invitation if the original was not received
Status: Draft
Category: Protected
Authored By: Arun Kumar on December 08, 2025
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