Resend an invite

Send, resend, or cancel invitations for users who have not yet activated their accounts — from the Users table or the Mailing tab.

An invitation gives a new user a secure link to set their password and join your institution. Until they activate, their account remains in a pre-login state visible in User Management as Pending invite.

Use this guide when someone did not receive an email, their link expired, you need to cancel an outstanding invite before re-sending, or you are following up after a bulk intake. Resending uses the current invite email settings (or role-specific overrides) and lets you set a fresh Invite Validity for the new link.

Why it matters

Invitation failures are among the most common onboarding support requests: spam filters, typos in email addresses, expired links, or users who defer activation until term starts. A reliable resend workflow keeps intake on schedule without creating duplicate accounts or leaving people locked out.

Fuxam tracks invite history per user on the Mailing tab — delivery status, expiry, and the ability to copy or cancel links — so registry staff can diagnose problems without involving engineering. Bulk Invite from the Users table scales the same operation across an entire filtered cohort of pending accounts.

How it fits

Invitations are one stage in the user account lifecycle:

Invitation content (language, subject, body, video) comes from Invite email settings. Validity and role are chosen at each send. Initial invites can also be sent during Create a user.

Key concepts

Pending invite status

In the Users table, users who have been invited but have not yet activated their account show a Pending invite status. Filter by this status to find everyone waiting to complete setup.

When the pending filter does not show someone you expect, check their Mailing tab. The invite may still be valid with a longer Invite Validity even though the table filter no longer classifies it as pending.

Send or resend from the Users table

You can also send an invite when creating a user by enabling Send invite in the Add User form.

The Role confirmed in the invite popover determines which role-specific invite overrides apply to the email content. Verify the role matches the person’s intended access before confirming.

For inviting many users at once with additional context, see Bulk actions.

Manage invites on the Mailing tab

For a single user, open their profile and use the Mailing tab:

The Mailing tab is the diagnostic view when a user reports they never received email. Check delivery status in Invite history before resending — if delivery failed, verify the email address on the Overview tab via Edit a user before sending again.

Cancel an invite

To invalidate an outstanding link:

Cancel before resending when you suspect a link was shared with the wrong person or when you need to change the invited Role — the new invite will use the role you confirm at send time.

Permissions required

Configure these on each role in Roles & permissions.

Best practices

• Verify the email address first. Before resending, confirm the address on the Overview tab is correct — repeated sends to a typo perpetuate the problem.
• Use Copy invite URL sparingly. Manual link sharing bypasses email delivery logs. Prefer resending through the system when possible, and only copy the URL when the recipient confirms email filtering issues.
• Choose validity for your intake calendar. Use 7 days for standard flows. For accounts provisioned weeks before term start, consider 30 or 90 days to avoid mid-vacation expiry.
• Cancel stale invites before role changes. If you need to invite someone with a different role, cancel the old invite first so there is no confusion about which link is active.
• Follow up with bulk resend after intake. Filter Pending invite, select all, and run Invite once before term start rather than handling one-off requests ad hoc.
• Align email content before large resends. Update Invite email settings first so resends deliver the current welcome message.

Common pitfalls

FAQ

Related pages