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NovaVMS Manual

Invite a user

New users land with a temporary password and a forced password change on first login. If SendGrid is configured, NovaVMS emails them; if not, the temporary password comes back in the API response for you to share through a channel you trust. Decide who sends the credentials before you click Create, not after.

Procedure

  1. Open Admin → Users from the left nav.
  1. Click Create User.
  1. Enter the user’s email and display name.
  1. Pick a role from the dropdown: Admin, Operator, or Viewer. You cannot create another Owner from this dialog — ownership is moved only via Transfer ownership.
  1. If you picked Viewer, select the sites they may see. Admins and Operators are org-wide and ignore site scoping.
  1. Click Create.
  1. If a temporary password is displayed in the toast (SendGrid not configured), copy it now and deliver it through a secure channel. It is shown only once.

Common variations

  • Bulk invite from a CSV: see Bulk import users from CSV to onboard a team at once.
  • Re-invite an existing user whose invitation never arrived: use Reset a user’s password — it regenerates the temp password and revokes old sessions.
  • Invite without email: set SENDGRID_API_KEY to empty in the cloud environment; the API returns the temp password in the response body for manual delivery.

If this didn’t work

  • If the user never received the welcome email, see Invitation email didn’t arrive.
  • If Create User is not visible, your role is Operator or Viewer. User management is Admin/Owner only (D81).
  • If the email is rejected as a duplicate, a user with that email already exists in the org. Use Manage site access or Change a user’s role on the existing record instead.