Note

To be able to invite someone to your group, you first need to have properly set the invitation workflow.

You can find the guide right here: How to set up the invitation workflow for your group

If your invitation workflow is already set up, you can continue here.



Step 1:

Access the GEANT AAI Service and get into your home Dashboard - https://vo.aai.geant.org/home

Find your group and click the "Members" button in the basic setting.

You can find your group using this guide: How to find an existing Group where I am a manager




Step 2:

In the Members configuration of the group, you can click on the green "Invite" button and it will roll out two options:

  • Invite one specific member by her/his email → click the "Invite member..." button and continue to Step 2.1
  • Invite multiple members by their emails → click on the "Invite multiple members..." option and continue to Step 2.2





Step 2.1:

To invite a specific person to your group, you need to fill some information:

  • Name of the person - will be used in the content of the invitation message
  • Email of the person - email to which the invitation will be send
  • Language of the email - the supported language of the invitation (normally we have only one in English)

Click on the green button "Invite" to send the invitation to that person.





Step 2.2:

To invite multiple persons to your group, you need to fill some information:

  • Email and Name of each person in specific format per line of the proper text are → "email;name"
  • Language of the email - the supported language of the invitation (normally we have only one in English)

Click on the green button "Invite" to send the invitation each person in the list you inserted (one email per line).


Note: After clicking on the "Invite" button to confirm sending of all emails, you will get also a report which you can download and check status of all sendings.

If the status next to the email is "OK", the email was sent without a problem. If there is something else, please check the email address and try to send it again separately using Step 2.1



 

Step 3:

Wait for users to respond to the invitation email.

User will need to register using the link in the invitation mail and filling the application form. There are three possible scenarios for the user:

  1. User is not registered yet in the GEANT AAI Service → user will register to the GEANT AAI Service and also to the Group, continue at Step 3.1
  2. User is already registered in the GEANT AAI Service but he is not yet a member of the Group → user will register to the Group, continue at Step 3.2
  3. User is already registered in the GEANT AAI Service and he is already a member of the Group → this is fine, no more steps needed, you are done!

Important: If the invited person choose to not use the link, you will not get that information. You need to check by yourself in the Group if the person is already a member or not. You can always resend the link again.





Step 3.1:

If the user wasn't registered in the GEANT AAI Service, he would need to fill the registration form for it first.

All field should be pre-filled from the Identity provider. The only mandatory step for the user is:

  • Read & Confirm the AUP of the GEANT AAI Service

There are some optional steps user can do:

  • Change his given name or his surname if needed
  • Change his email if needed

When the user click on the green "Submit" button, the application will be send and approved by automatic (the configuration of the GEANT AAI Service registration)


Important: If the user change the value of an E-mail (different from the data of IdP), the verification link will be send to that email and a user will need to verify that he is the owner of the new email address.





Step 3.2:

If the user is already registered in the GEANT AAI Service, he would need to fill the registration form for the Group.

Fields could differ regarding the settings of the application form to your Group.

In this example, the form is very simple and expects the same data as the GEANT AAI Service. So all of them will be pre-filled by the system and user can't change them in the form.

When the user click on the green "Submit" button, the application will be send and eventually approved (manually or by automatic → regarding the configuration of the application form in the group).




Step 4:

The approval of the user registration to the Group could be:

  • automatic → user will immediately become member of a group → continue Step 5
  • manual → approval need to be done manually

When the approval is set to manual, you will need:

  • Find your Group's basic setting and click on the "Application" button
  • Find the proper Submitted application and click on it
  • Check the content and then "Approve" it or "Reject" it by the proper button




Step 5:

After the approval, user will get an information about it via an email:

  • Email about successful registration to GEANT AAI Service (if he get through Step 3.1)
  • Email about successful registration to the Group (if he get through Step 3.2)

You can now find him as a member of your Group in the list of all members.