Inviting Members to an Organization – LabArchives

Application Administrators and Group Admins can easily invite new members to join their Scheduler Organization. The Invite Users feature allows you to send email invitations to individuals who need to access the schedule and resources under the Organization. Once invited, members can register their own accounts and immediately become part of your organization.

Application Admins will access the Users Page under the Application Management menu while Group Admins will access the Users page through the Responsibilities menu.

Inviting New Members

The Users page includes an option for Inviting Users and Exporting a list of current users. Premium and Free-Edition accounts will include additional details on seat licensing limits.

From the Invite Users option, you can send email invitations to one or more individuals. When entering multiple email addresses, separate each with a comma or space. Once all addresses are entered, click Invite Users to send the invites.

After sending, the invited members’ email addresses will appear under Open Invitations, along with the date the invitation was sent and an option to cancel any pending invitations if needed.

Note: If inviting an existing LabArchives user, make sure the email address used for the invite matches exactly with your colleagues LabArchives account.

Members will receive an email with the subject line: [Your Name] has invited you to join LabArchives Scheduler.

When members click Create Your Account and Access Scheduler, they are directed to the Create Your LabArchives Account page.

From there, they can:

Create a new account by entering their email address, password, and any other required details, or
Log in using their institution’s Single Sign-On (SSO) if applicable.

If a member already has a LabArchives Scheduler account, they can simply click “Back to Sign In” after following the invitation link, log in with their existing credentials, and they will be automatically added to your organization.

Once registration or login is complete, the new member is immediately added to your LabArchives Scheduler Organization and can begin scheduling and reserving resources right away.

Manage Existing Members

The Users page includes a list of the Organization members with their user details, created date, last activity, account status, credit information, and user management options.

Setting	Description	Actions
Status	Indicates whether a member can access your LabArchives Scheduler Organization	Click the Active/Inactive label to toggle status. Active: Member can log in and access the platform. Inactive: Member cannot access the scheduler organization to create new reservations. If they are a member of more than one organization, they can still access the other organizations. Premium Licenses: When a member is marked Inactive, their seat is released, freeing up a license for another member.
Credits (If enabled)	Displays the member’s credit purchase history	If enabled in application configuration, this displays the number of credits available to this user. Click the pencil icon to edit the number of credits or click the clock to view credit history. To learn more about using Credits, see the Credits article.
Color (If enabled)	Displays the color assigned to reservations for this user	If enabled in Application Configuration, a color can be assigned to each user. When a reservation is created with this user, the assigned color will display.
Actions	Opens a drop-down menu with management options	Permissions: Assign access to specific resources. Can also be managed at the Group level. Group: Assign the user to one or more groups. To learn more about assigning users to Groups, visit the Groups article. Reservations: View the member’s existing reservations.