Admin Accounts » Invite Admin +

Link: https://support.brilliantdirectories.com/support/solutions/articles/12000073190

This article explains how to invite new admins or team members to access the website admin area.

Admin invitations allow the website owner or authorized admin to send an email invite to a new admin user. The invited admin can then accept the invitation, create their login details, and access the admin area based on the role assigned to them.

Overview

The Invite Admin tool is used to add new admin users without manually creating their login credentials.

When an invite is sent, the new admin receives an email with an invitation link. After clicking the link, they can enter their full name, create a password, and complete the admin account setup.

Admin roles can be assigned during the invite process to control which areas of the admin the new user can access.

How to Invite a New Admin

1. Go to Settings >> Admin Accounts.
2. Hover over Add New Administrator and click Invite Admin via Email (1).

A popup will open where the admin email address and role can be selected.

Enter the Admin Email Address

In the invite popup, enter the email address of the person who should receive admin access.

This is the email address where the admin invitation will be sent. Each field takes one email address; a comma-separated list of addresses in one field is not accepted, and the field turns red when Send Invite is clicked.

Select an Admin Role

Use the Role dropdown to select the admin role for the invited user. The assigned role controls which admin areas and tools the invited user can access after accepting the invitation.

Available roles may include default admin roles and any custom admin roles created for the website.

For more information about admin roles and permissions, see the following article:

Admin Role Permissions

Invite Multiple Admins

To invite more than one admin at the same time, click + Invite another. This adds another email and role row to the popup, up to three rows in total.

Each invitation row should include:

• The admin email address
• The admin role

Important: If additional invitation rows are added, they must either be completed or removed before the invites can be sent. If an added row is left blank, it will display in red and must be removed using the TRASH icon.

Send the Admin Invitation

After adding the email address and selecting the role:

1. Review the admin email address.
2. Confirm the correct role is selected.
3. Click Send Invite.

After the invitation is sent, the message All invitations sent successfully displays. Click Continue to return to the Admin Accounts page.

Invite Limits

To prevent the same person from receiving a flood of invitation emails, the following limits apply to every invitation:

• Up to 10 email addresses per submission. The invite popup offers up to three rows, each holding one address.
• Duplicates are sent once. If the same email address is entered in more than one row, that address receives a single invitation. Capitalization and extra spaces do not make an address different.
• One invitation per address every 60 seconds. Inviting an address again within 60 seconds of its last invitation is refused, and the message Too many invites were sent recently to followed by the address and Please wait a few minutes and try again. displays below that row. The other addresses in the same submission are still sent. Using Resend Invite within the same 60 seconds shows Failed to resend invitation; wait a minute and try again.
• Admin Accounts permission required. Invitations can only be sent by an admin whose role includes the Admin Accounts permission. The invitation always lists the logged-in admin as the person who sent it.

Pending Admin Invites

After an admin invitation is sent, a Pending Admin Invites section will display in the Admin Accounts area. This section shows active admin invitations that have not yet been accepted.

The pending invite details may include:

• Invite status
• Invited email address
• Assigned admin role
• Name of the admin who sent the invite
• Invite date or related invite details

This section helps admins track which invitations are still waiting for the invited user to accept.

Expired Admin Invites

Admin invitations expire if they are not accepted within 24 hours. After an invite expires, it will be marked as Expired. Expired invitations can be managed from the admin invite section.

Resend or Revoke an Admin Invite

Pending or expired invitations can be managed directly from the invitation list.

Available actions include:

1. Resend Invite (the button on the invitation's row): sends the admin invitation email again.
2. Revoke Invite (in the row's Actions menu): cancels the invitation so the invite link can no longer be used. A popup asks Revoke Invitation? and warns that this cannot be undone. Click Yes, revoke it! to confirm.

Remove an Admin

Admins can be removed from the website from the Admin Accounts section. This removes the selected admin’s access to the website admin area.

1. Go to Settings >> Admin Accounts.
2. Find the admin account that should be removed.
3. Click the Actions dropdown for that admin.
4. Select Remove From Site.
5. In the Confirm popup (Remove account from this website?), click Yes, continue.

After the admin is removed, they will no longer have access to the website admin area.

Important: Only remove admins who should no longer have permission to manage the website. If the admin should keep access but needs different permissions, use Edit Admin Role instead.

Automatic Email Address Unblocking

If the invited admin’s email address was previously blocked or had bounced, the system will automatically attempt to unblock the email address during the invitation process. This helps the invited admin receive the invitation email and future website emails.

Accepting an Admin Invitation

The invited admin will receive an email invitation.

To accept the invitation, the invited admin should:

1. Open the invitation email.
2. Click Click to Accept Invitation.
3. On the Join The Team page, enter their first and last name.
4. Create a password, or click Generate Password.
5. Click Join Now to complete the admin account setup.

If the invited email address already belongs to a Brilliant Directories admin account, the Join The Team page is skipped: clicking Click to Accept Invitation adds the website to that existing account right away.

After the invitation is accepted, the new admin is logged in to the website's admin area and sees an Invite Accepted message confirming their admin access.

Admin Invite Email Template

The admin invitation email uses the following email template:

admin-invite-link

This email template controls the content of the admin invite email sent to new admin users. To edit the admin invite email, go to Emails >> Email Templates and search for admin-invite-link (1). The template is listed under Pre-Made Templates (2).

For more information about editing email templates, see the following article:

Emails >> Email Templates >> New Email Template

Important Notes

• Admin invitations expire after 24 hours if they are not accepted.
• Expired invitations can be resent or revoked.
• The assigned role controls which areas of the admin the invited user can access.
• If multiple invite rows are added, each row must be completed or removed before sending.
• Each submission can invite up to 10 email addresses, an address entered twice receives one invitation, and the same address cannot be invited again for 60 seconds.
• Only admins whose role includes the Admin Accounts permission can send invitations.
• The invite email is controlled by the admin-invite-link email template.