Manage users and invitations

Choose the correct role, invite people with their intended groups, monitor delivery and acceptance, or create and remove accounts deliberately.

Who this is for

Organization admins and server admins responsible for access onboarding

Applies to

Community Edition, Managed workspace, Private Deployment

Last verified

July 29, 2026

Before you begin

Access to the Admin UI as an organization admin or server admin
At least one access group configured for members who need models
For a server admin, the target organization selected in the Admin UI

Choose the correct administrative role

Role	Scope	What it means
Member	Organization	Uses Chat and sees only models or aliases granted through the member's groups.
Admin	Organization	Administers the current organization and sees its full model catalog. This is the ADMIN membership role.
Server admin	Whole Server deployment	Global operator account with no organization membership. Selects an organization before performing organization-scoped work.

Role: Member
Scope: Organization
What it means: Uses Chat and sees only models or aliases granted through the member's groups.

Role: Admin
Scope: Organization
What it means: Administers the current organization and sees its full model catalog. This is the ADMIN membership role.

Role: Server admin
Scope: Whole Server deployment
What it means: Global operator account with no organization membership. Selects an organization before performing organization-scoped work.

Admin and Member are organization membership roles. Server admin is a separate global operator capability.

Invite a user

1
Open Directory → Users
Go to /users, select the Invitations tab, and choose Invite user.
2
Enter Email and Role
Choose Member for normal access or Admin for an organization administrator.
3
Select Access groups
Choose the groups the person should join on acceptance. No group is selected automatically.
4
Set Expires in (days)
Use a validity period appropriate for the recipient and your onboarding process.
5
Create and deliver the invitation
If email delivery is configured, monitor its status. In manual mode, securely send the returned invitation link yourself.

Aster Ridge Operations demonstration users page — Demonstration Members and Invitations view. Model access is configured through Groups, not on this page.

Track acceptance and delivery

Display	Meaning	Action
Pending	The invitation is valid and has not been accepted.	Wait, replace the invitation, or revoke it.
Accepted	The recipient accepted the invitation.	Confirm membership and groups in the Members view.
Expired	The invitation passed its expiry time.	Create a replacement if access is still needed.
Manual	No email was sent.	Share the returned link directly.
Queued	Email delivery is in progress; it is not proof of delivery.	Refresh the status before escalating.
Sent	The email provider accepted the message.	Ask the recipient to check the expected mailbox and filtering.
Failed	Email failed, but the invitation itself remains valid.	Retry email or share a replacement link.

Display: Pending
Meaning: The invitation is valid and has not been accepted.
Action: Wait, replace the invitation, or revoke it.

Display: Accepted
Meaning: The recipient accepted the invitation.
Action: Confirm membership and groups in the Members view.

Display: Expired
Meaning: The invitation passed its expiry time.
Action: Create a replacement if access is still needed.

Display: Manual
Meaning: No email was sent.
Action: Share the returned link directly.

Display: Queued
Meaning: Email delivery is in progress; it is not proof of delivery.
Action: Refresh the status before escalating.

Display: Sent
Meaning: The email provider accepted the message.
Action: Ask the recipient to check the expected mailbox and filtering.

Display: Failed
Meaning: Email failed, but the invitation itself remains valid.
Action: Retry email or share a replacement link.

A new user creates a password while accepting. A person who already has an account accepts with the existing password.

Action	What it does
Resend email or Retry email	Creates and emails a replacement invitation, then invalidates every earlier link.
Generate new link	Creates a replacement link for manual delivery, then invalidates every earlier link.
Replace invitation	Creates a replacement invitation and invalidates every earlier link.
Revoke & remove	Invalidates the current link and removes the invitation from history.

Action: Resend email or Retry email
What it does: Creates and emails a replacement invitation, then invalidates every earlier link.

Action: Generate new link
What it does: Creates a replacement link for manual delivery, then invalidates every earlier link.

Action: Replace invitation
What it does: Creates a replacement invitation and invalidates every earlier link.

Action: Revoke & remove
What it does: Invalidates the current link and removes the invitation from history.

Create an account directly when an invitation is unsuitable

At /users, select Create account directly only when you can deliver a temporary password through a separate secure channel. Invitations are preferred because the recipient chooses the password.

1
Select the organization first
A server admin must select the target organization. Organization admins create accounts only in their active organization.
2
Enter the account details
Provide Email, a temporary password that meets the displayed requirements, Role, and the intended groups.
3
Create the account
The account becomes active immediately. The system does not send a notification.
4
Deliver the temporary password
Send it through a separate secure channel. At first sign-in, the recipient uses the temporary password and must choose a replacement password before continuing.

Change or remove access safely

Open a user from /users and use Membership to change the organization role.
Use Groups to change model access. Removing the last useful group can leave a Member with an empty model catalog.
Use Quotas & Tokens to review user-wide daily settings and per-model overrides.
Use Sessions when access must be reviewed or revoked without deleting the account.
Remove user from organization revokes that organization's groups and quotas. The person can be invited or assigned again later.

Manage users and invitations

Choose the correct role, invite people with their intended groups, monitor delivery and acceptance, or create and remove accounts deliberately.

Who this is for

Organization admins and server admins responsible for access onboarding

Applies to

Community Edition, Managed workspace, Private Deployment

Last verified

July 29, 2026

Choose the correct administrative role

Role	Scope	What it means
Member	Organization	Uses Chat and sees only models or aliases granted through the member's groups.
Admin	Organization	Administers the current organization and sees its full model catalog. This is the ADMIN membership role.
Server admin	Whole Server deployment	Global operator account with no organization membership. Selects an organization before performing organization-scoped work.

Role: Member
Scope: Organization
What it means: Uses Chat and sees only models or aliases granted through the member's groups.

Role: Admin
Scope: Organization
What it means: Administers the current organization and sees its full model catalog. This is the ADMIN membership role.

Role: Server admin
Scope: Whole Server deployment
What it means: Global operator account with no organization membership. Selects an organization before performing organization-scoped work.

Admin and Member are organization membership roles. Server admin is a separate global operator capability.

Invite a user

1
Open Directory → Users
Go to /users, select the Invitations tab, and choose Invite user.
2
Enter Email and Role
Choose Member for normal access or Admin for an organization administrator.
3
Select Access groups
Choose the groups the person should join on acceptance. No group is selected automatically.
4
Set Expires in (days)
Use a validity period appropriate for the recipient and your onboarding process.
5
Create and deliver the invitation
If email delivery is configured, monitor its status. In manual mode, securely send the returned invitation link yourself.

Track acceptance and delivery

Display	Meaning	Action
Pending	The invitation is valid and has not been accepted.	Wait, replace the invitation, or revoke it.
Accepted	The recipient accepted the invitation.	Confirm membership and groups in the Members view.
Expired	The invitation passed its expiry time.	Create a replacement if access is still needed.
Manual	No email was sent.	Share the returned link directly.
Queued	Email delivery is in progress; it is not proof of delivery.	Refresh the status before escalating.
Sent	The email provider accepted the message.	Ask the recipient to check the expected mailbox and filtering.
Failed	Email failed, but the invitation itself remains valid.	Retry email or share a replacement link.

Display: Pending
Meaning: The invitation is valid and has not been accepted.
Action: Wait, replace the invitation, or revoke it.

Display: Accepted
Meaning: The recipient accepted the invitation.
Action: Confirm membership and groups in the Members view.

Display: Expired
Meaning: The invitation passed its expiry time.
Action: Create a replacement if access is still needed.

Display: Manual
Meaning: No email was sent.
Action: Share the returned link directly.

Display: Queued
Meaning: Email delivery is in progress; it is not proof of delivery.
Action: Refresh the status before escalating.

Display: Sent
Meaning: The email provider accepted the message.
Action: Ask the recipient to check the expected mailbox and filtering.

Display: Failed
Meaning: Email failed, but the invitation itself remains valid.
Action: Retry email or share a replacement link.

A new user creates a password while accepting. A person who already has an account accepts with the existing password.

Action	What it does
Resend email or Retry email	Creates and emails a replacement invitation, then invalidates every earlier link.
Generate new link	Creates a replacement link for manual delivery, then invalidates every earlier link.
Replace invitation	Creates a replacement invitation and invalidates every earlier link.
Revoke & remove	Invalidates the current link and removes the invitation from history.

Action: Resend email or Retry email
What it does: Creates and emails a replacement invitation, then invalidates every earlier link.

Action: Generate new link
What it does: Creates a replacement link for manual delivery, then invalidates every earlier link.

Action: Replace invitation
What it does: Creates a replacement invitation and invalidates every earlier link.

Action: Revoke & remove
What it does: Invalidates the current link and removes the invitation from history.

Create an account directly when an invitation is unsuitable

At /users, select Create account directly only when you can deliver a temporary password through a separate secure channel. Invitations are preferred because the recipient chooses the password.

1
Select the organization first
A server admin must select the target organization. Organization admins create accounts only in their active organization.
2
Enter the account details
Provide Email, a temporary password that meets the displayed requirements, Role, and the intended groups.
3
Create the account
The account becomes active immediately. The system does not send a notification.
4
Deliver the temporary password
Send it through a separate secure channel. At first sign-in, the recipient uses the temporary password and must choose a replacement password before continuing.

Change or remove access safely

Open a user from /users and use Membership to change the organization role.
Use Groups to change model access. Removing the last useful group can leave a Member with an empty model catalog.
Use Quotas & Tokens to review user-wide daily settings and per-model overrides.
Use Sessions when access must be reviewed or revoked without deleting the account.
Remove user from organization revokes that organization's groups and quotas. The person can be invited or assigned again later.

Manage users and invitations

Before you begin

Choose the correct administrative role

Invite a user

Open Directory → Users

Enter Email and Role

Select Access groups

Set Expires in (days)

Create and deliver the invitation

Track acceptance and delivery

Create an account directly when an invitation is unsuitable

Select the organization first

Enter the account details

Create the account

Deliver the temporary password

Change or remove access safely

Next steps

Configure groups, access, and quotas

Configure providers, models, and aliases

Single sign-on support status

Manage users and invitations

Before you begin

Choose the correct administrative role

Invite a user

Open Directory → Users

Enter Email and Role

Select Access groups

Set Expires in (days)

Create and deliver the invitation

Track acceptance and delivery

Create an account directly when an invitation is unsuitable

Select the organization first

Enter the account details

Create the account

Deliver the temporary password

Change or remove access safely

Next steps

Configure groups, access, and quotas

Configure providers, models, and aliases

Single sign-on support status