Inviting Users

Inviting users adds people to your 5Mins account so they can start learning. You can invite people one at a time or in bulk by CSV. This article covers both methods, the fields you can set, and what happens after an invite is sent.

🎬 Watch this as a short narrated video

Steps shown in this video

1. Open People & Teams → People, then choose Invite people
2. Fill in their name and company email
3. The email is where their invitation is sent
4. Optional: team, role, region, manager, a Start Date to schedule the invite, and an Employee Number
5. Add more people on the same screen, then click Invite: they'll show as Invited until they register. If a user hasn't received their email invite, you can resend it from People & Teams → People: open their three-dot menu and choose Resend invite.

Where to Invite People

Go to People & Teams → People. From the quick actions you'll find:

• Invite people - add a new person individually.
• Bulk invite / Update people by CSV - add or update many people at once from a spreadsheet.

Invite a Single Person

1. Go to People & Teams → People and choose Invite people.
2. Fill in the person's details:
   • First name (required)
   • Last name (required)
   • Email address (required)
   • Team name - assign them to a team
   • Role - their job role
   • Start Date - a future date schedules the invite email for that day (see Scheduled invites below)
   • Region
   • Reports To - search for and select their manager, so they appear in that manager's My Team page
   • Employee Number
   • Any custom fields your organisation has set up
3. To add more people on the same screen, click Invite another user.
4. Click Invite.

Some fields may be marked required depending on your account's automation rules.

If an email address belongs to someone who was previously deactivated, an info icon appears next to it. Inviting them reactivates their existing account rather than creating a new one.

Bulk Invite by CSV

To add or update many people at once, choose Bulk invite / Update people by CSV and upload a spreadsheet. The file must include these required columns:

first_name,last_name,work_email

You can also include optional columns:

• team_name - the team to add the person to
• role
• reports_to - the manager's work email
• region
• start_date
• status
• employee_number

After uploading, you can review the rows before confirming. Any manager referenced in reports_to must already exist in 5Mins or be included in the same upload. For the full column rules, validation, and preview steps, see Sync your people with a CSV.

What Happens After an Invite

Invited people receive an email invitation to join your 5Mins account. Until they accept, they show as Invited in the People list (or Starts with a date if their invite is scheduled - see below).

From a pending person's three-dot menu you can choose Resend invite, Delete invite from account, or Edit user profile. Editing lets you correct any field, including their email; changing the email cancels the existing invite and sends a new one to the new address.

For the full details of editing invited and registered users, see Editing a User's Profile.

Once they accept and register, their status updates to Registered and they can start learning.

Scheduled invites

If you set a future Start Date, the person appears in the People list with a Starts status showing that date (for example, Starts 14 Oct), and their invite email isn't sent until that day. Once it's sent, their status changes to Invited. If their start date is later changed to today or earlier, whether by editing their profile or through a CSV or HRIS sync, the invite email is sent straight away. Moving a scheduled start date to another future date simply reschedules the email.

Related

To set up reporting lines, see Set Up Managers and Direct Reports. To organise people into groups, see Teams.