Inviting Users to Gearbox

Overview

The Invite User feature allows you to create a new user in Gearbox and automatically send them their login instructions by email.

This removes the need to manually provide passwords and gives the user a secure way to access the system.

How to Add a New User

1. Click (1) User Profile, then click (2) Users.
2. Navigate to the Users dashboard by clicking (3) Users.
3. Click (4) Add New.

4. Enter the user’s details. We recommend using their email address for both (5) Username and (6) Email.
5. Enter the user’s (7) First Name and (8) Last Name.
6. Confirm that the (9) Timezone is correct.

Password

Setting a (10) Password is not mandatory. The user will receive an email containing a secure link that allows them to set their own password.

You can leave the password field blank or manually enter a temporary password. When setting a temporary password, select (11) User Status – Reset Password Next Login? so the user is prompted to change their password when they next log in.

7. Select the appropriate (12) User Type from the drop-down menu.

   A full list of user types and permission levels is available in the following article:

   User Permission Levels

8. Select Save and Invite User.

Gearbox will save the user and send them an email containing their login instructions.

What the User Receives

The invited user will receive an email containing:

• Their username and login details
• A secure link to create or reset their password
• Instructions for accessing Gearbox

If the User Does Not Receive the Email

Please check:

1. The user’s Spam or Junk Mail folders
2. The email address entered in Gearbox is correct, including any capital letters used
3. The user’s internal email filtering or quarantine system

If required, open the user record and select Save and Invite User again to resend the invitation.

Important Notes

• A manual password does not need to be created or emailed to the user.
• The user can set their own password through the secure link included in the invitation email.
• The invitation feature can be used for new users or when re-inviting an existing user where appropriate.
• Billing rules still apply based on the selected user type and permissions.