Inviting vs creating users

The two ways to add someone to your organisation, and when to use each.

When you click Add Member in Dashboard → Members, the dialog will behave differently depending on whether the email already belongs to a Nexus ERP user. Here's what's actually happening behind the scenes.

The two flows

Inviting an existing or new user (recommended)

You enter an email address. The app sends them an invitation link.

• They click the link, set their own password (you never see it), and join the org.
• Until they accept, the invitation shows as Pending in the members list.
• You can Resend invite or cancel at any time.

This is the right choice when you're adding a person who has their own inbox and can complete the sign-up themselves.

Creating a user directly (admin-managed)

You enter the email, name, and set a password yourself. The user is added to the org immediately.

• You copy the email + temporary password and hand it to them out-of-band.
• The user is created with must change password on first sign-in, so they can't keep using your password.
• The membership shows as Created by admin in the members list.

This is the right choice for accounts you control end-to-end, for example, when you're onboarding someone who hasn't dealt with email links before, or when you want to set up an account in advance and hand it over later.

Step-by-step: invite someone

1. Open Dashboard → Members.
2. Click Add Member (top-right).
3. Enter the email and pick a role.
4. Leave the password fields empty.
5. Click Send Invite. You'll see the invitation in the list with a Pending badge.
6. They receive an email. When they click the link and set a password, the badge changes to Active.

Step-by-step: create a user directly

1. Open Dashboard → Members → Add Member.
2. Enter the email and pick a role.
3. Tick Set password manually (or whatever the toggle is labelled) and either type a password or click Generate for a random one.
4. Click Create User. The dialog shows you the password, copy it now; you can't retrieve it later.
5. Send the email + password to your colleague however you normally communicate (Signal, an in-person handover, etc).

What if I lose the password?

You can't see it again, but as an admin you can:

• Open the member's detail page (Dashboard → Members → click the row) and click Change Password.
• Or, on a created-by-admin invite, click Resend credentials to generate a new temporary password.

Permissions you'll need

You need the Manage Members permission. Owners and Admins have it by default. If you're in a custom role and the Add Member button is missing, that's why.