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Invite and add members

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Organizations add members by inviting them to join or adding them directly. Part of the process includes choosing how to establish accounts: add members without sending invitations, add members and notify them via email, invite members to join using an account of their choice, or invite members to join using their enterprise logins (the organization needs to set up enterprise logins first). You can send invitations or add members one at a time, or you can upload a file and send invitations or add members in bulk. For accounts other than enterprise logins, you can add members to groups and manage credits as part of the invitation process.

When you send invitations, potential members receive an email invitation with instructions on how to join the organization. When you add members without sending an email, members are automatically added to the organization. The organization needs to provide these members with their login information, including user name and password.

When you add members without sending an email or add members and notify them via email, the members are automatically added to your organization as current members (not yet logged in). When you invite members to join using an account of their choice or invite members to join using their enterprise logins, members appear as pending members until they accept the invitation. Pending members count toward your membership total. You can resend and remove invitations for pending members. The total number of members your organization can have is based on the subscription your organization has purchased. View your subscription status to see the current and remaining number of members in your organization.

Inviting members to the organization and adding them to groups require the correct privileges.

Add members without sending invitations

You can add members directly to the organization by creating new ArcGIS accounts. The members are automatically added when you create the accounts; they do not receive invitations and do not need to click a link to join. This option is useful for schools that want to automatically add students to their organization and do not want to send invitations through email. It is your responsibility to get the login information to the members. These accounts include a user name and temporary password that members change the first time they sign in.

  1. Verify that you are signed in to your organization and have privileges to invite members.
  2. Click My Organization at the top of the site and click Invite Members.
  3. Select Add members automatically without sending an email and click Next.
  4. Click One at a time to create each account separately.
    1. Fill in the following fields: Email, First Name, Last Name, Username, and Password.

      The email is used to communicate information about the account. For student accounts, you should enter an email address where you want account information to go. For example, you can enter your email address.

      The user name must contain 6 to 128 alphanumeric characters. You can also use the following special characters: . (dot), _ (underscore), and @ (at sign). Other special characters, nonalphanumeric characters, and spaces are not allowed. The user name cannot be the same as the password. Once you send the invitation, the user name cannot be changed by you or the member.

      The password is case sensitive and must meet the requirements of your organization. If you use the ArcGIS default policy, it must be at least 8 characters in length and contain at least 1 letter and 1 number. It cannot be the same as the user name. It is temporary and the member will be prompted to change the password after signing in for the first time.

    2. For Level, select 1 or 2. The level determines which privileges can be assigned to the member. You can change the level after the member has joined the organization.
    3. Select a role. You cannot select Administrator or a custom role with organization administration privileges during the invitation process. You can change the role after the member has joined the organization. If you chose 1 for the level, you can only select the default Viewer role or a custom role that has some or all of the Viewer privileges.
    4. Click Add and Review and verify the information.
    5. Click Add Another to add an additional member.
    6. Click Specify Groups and select the groups in your organization to add the member to. You only see this option if you have privileges to add members to groups.
    7. Click Manage Credits and set the credit allocation to a specified number of credits or no allocated limit and click Allocate. You only see this option if you are an administrator.
    8. Click Add Members when you are ready to add the member.

      The member is automatically added to the organization. It is your responsibility to get the login information to the member.

  5. Click From a file to upload a file of accounts. You can include up to 200 members in your file.
    1. Create a CSV or text file that contains a header (first line) with the following fields: Email, First Name, Last Name, Username, Password, Level, and Role. The fields can be separated with a comma, semicolon, or tab.

      The email is used to communicate information about the account. For student accounts, you should enter an email address where you want account information to go. For example, you can enter your email address.

      The Username field is optional. If you do not include one, a unique user name will be created for each account. If you do include a user name, it must contain 6 to 128 alphanumeric characters. You can also use the following special characters: . (dot), _ (underscore), and @ (at sign). Other special characters, nonalphanumeric characters, and spaces are not allowed. The user name cannot be the same as the password. In either case, you can edit the user name during the review process. Once you send the invitation, the user name cannot be changed by you or the member.

      The password is case sensitive and must match the requirements of your organization. If you use the ArcGIS default policy, it must be at least 8 characters in length and contain at least 1 letter and 1 number. The password cannot be the same as the user name. The member will be prompted to change the password after signing in for the first time.

      For Level, specify the member level you want to assign the member. The member level determines which privileges can be assigned to the member. The value can equal 1 or 2. You can change the member level after the member has joined the organization.

      For Role, the value can equal Viewer, User, Publisher, or one of your custom roles without organization administration privileges. Role values are not case sensitive. You can change the role after the member has joined the organization. If the value does not match a role in your organization, it is set to the default, User.

    2. Click Browse and choose the file on your computer.
    3. Enter a message the members will see as part of the email invitation.
    4. Click Upload File and Review Invitations to verify the information. Your file is checked for required attributes.
    5. If your file is missing required attributes, click Fix these issues. A page appears where you can fill in or update information for each member. Click Next when you are done fixing the issues.
    6. Click Specify Groups and select the groups in your organization to add the member to. You only see this option if you have privileges to add members to groups.
    7. Click Manage Credits and set the credit allocation to a specified number of credits or no allocated limit and click Allocate. You only see this option if you are an administrator.
    8. Verify that all the information in your file is correct and click Add Members.

      The member is automatically added to the organization. It is your responsibility to get the login information to the member.

  6. Click Add Another Member to add additional members to the organization or click Return To My Organization to go to your My Organization page.

Add members and notify them via email

You can invite members to join your organization and create user names for them. The invitations include the user name you created and details on how to join the organization.

  1. Verify that you are signed in to your organization and have privileges to invite members.
  2. Click My Organization at the top of the site and click Invite Members.
  3. Select Send invitations to preestablished user names and click Next.
  4. Click One at a time to create each account separately.
    1. Fill in the following fields: Email, First Name, Last Name, and Username.

      The user name must contain 6 to 128 alphanumeric characters. You can also use the following special characters: . (dot), _ (underscore), and @ (at sign). Other special characters, nonalphanumeric characters, and spaces are not allowed. The user name cannot be the same as the password. Once you send the invitation, the user name cannot be changed by you or the member.

    2. For Level, select 1 or 2. The level determines which privileges can be assigned to the member. You can change the level after the member has joined the organization.
    3. Select a role. You cannot select Administrator or a custom role with organization administration privileges during the invitation process. You can change the role after the member has joined the organization. If you chose 1 for the member level, you can only select the default Viewer role or a custom role that has some or all of the Viewer privileges.
    4. Enter a message the user will see as part of the email invitation.
    5. Click Invite Another to add an additional member to your invitation.
    6. Click Review Invitation(s) and verify the information.
    7. Click Specify Groups and select the groups in your organization to add the member to. You only see this option if you have privileges to add members to groups.
    8. Click Manage Credits and set the credit allocation to a specified number of credits or no allocated limit and click Allocate. You only see this option if you are an administrator.
    9. Click Send Invitations when you are ready to send the invitation.

      An email invitation is sent with information on how to join the organization.

  5. Click From a file to upload a file of accounts. You can include up to 200 members in your file.
    1. Create a CSV or text file that contains a header (first line) with the following fields: Email, First Name, Last Name, Username, Level, and Role. The fields can be separated with a comma, semicolon, or tab.

      The Username field is optional. If you do not include one, a unique user name will be created for each account. The user name must contain 6 to 128 alphanumeric characters. You can also use the following special characters: . (dot), _ (underscore), and @ (at sign). Other special characters, nonalphanumeric characters, and spaces are not allowed. The user name cannot be the same as the password. Once you send the invitation, the user name cannot be changed by you or the member.

      For Level, specify the member level you want to assign the member. The level determines which privileges can be assigned to the member. The value can equal 1 or 2. You can change the member level after the member has joined the organization.

      For Role, the value can equal Viewer, User, Publisher, or one of your custom roles without organization administration privileges. Role values are not case sensitive. You can change the role after the member has joined the organization. If the value does not match a role in your organization, it is set to the default, User.

    2. Click Browse and choose the file on your computer.
    3. Enter a message the members will see as part of the email invitation.
    4. Click Upload File and Review Invitations to verify the information. Your file is checked for required attributes.
    5. If your file is missing required attributes, click Fix these issues. A page appears where you can fill in or update information for each member. Click Next when you are done fixing the issues.
    6. Click Specify Groups and select the groups in your organization to add the member to. You only see this option if you have privileges to add members to groups.
    7. Click Manage Credits and set the credit allocation to a specified number of credits or no allocated limit and click Allocate. You only see this option if you are an administrator.
    8. Verify that all the information in your file is correct and click Send Invitations.

      An email invitation is sent with information on how to join the organization.

  6. Click Invite Another Member to invite additional members to the organization, or click Return To My Organization to go to your My Organization page.

Invite members to join using an account of their choice

You can invite members to join your organization with a new account or by converting an existing public account. For new accounts, members can use enterprise, ArcGIS, or social network credentials depending on the security settings of your organization. If you invite members to join a trial subscription, they need to create new accounts; they cannot join with existing accounts. If you invite members who join with their existing public accounts, their public items and groups become private. Members of their groups are removed and they are removed from groups they had joined. They (or you) can reshare items and groups once they join.

  1. Verify that you are signed in to your organization and have privileges to invite members.
  2. Click My Organization at the top of the site and click Invite Members.
  3. Select Send invitations for existing users and click Next.
  4. Click One at a time to set up each invitation separately.
    1. Enter an email address.
    2. Select a member level and a role.

      The member level determines which privileges can be assigned to the member. The value can equal 1 or 2. You can change the member level after the member has joined the organization.

      For Role, you cannot select Administrator or a custom role with organization administration privileges during the invitation process. You can change the role after the member has joined the organization. If you chose 1 for the member level, you can only select the default Viewer role or a custom role that has some or all of the Viewer privileges.

    3. Enter a message the user will see as part of the email invitation.
    4. Click Review Invitation(s) and verify the information.
    5. Click Invite Another to add an additional member to your invitation.
    6. If you want the member to create an account using the same email address you used to send the invitation, leave the box checked next to The email address used to create an account, whether entered by the member or retrieved from their enterprise or social network account, should match the email address that the invitation was sent to.
    7. Click Send Invitations when you are ready to send the invitation.

      An email invitation is sent with information on how to join the organization.

  5. Click From a file to upload a CSV or text file.
    1. Create a CSV or text file that contains a header (first line) with three fields: Email, Level, and Role. The fields can be separated with a comma, semicolon, or tab.

      For Level, specify the member level you want to assign the member. The level determines which privileges can be assigned to the member. The value can equal 1 or 2. You can change the member level after the member has joined the organization.

      For Role, the value can equal Viewer, User, Publisher, or one of your custom roles without organization administration privileges. Role values are not case sensitive. You can change the role after the member has joined the organization. If the value does not match a role in your organization, it is set to the default, User.

    2. Click Browse and choose the file on your computer.
    3. Enter a message the users will see as part of the email invitation.
    4. Click Upload File and Review Invitations to verify the information. Your file is checked for required attributes.
    5. If your file is missing any email or role values, click Edit next to the row and update the information.
    6. If you want the member to create an account using the same email address you used to send the invitation, leave the box checked next to The email address used to create an account, whether entered by the member or retrieved from their enterprise or social network account, should match the email address that the invitation was sent to.
    7. Verify that all the information in your file is correct and click Send Invitations. An email invitation is sent with information on how to join the organization.

      An email invitation is sent with information on how to join the organization.

  6. Click Invite Another Member to invite additional members to the organization, or click Return To My Organization to go to your My Organization page.

Invite members to join using their enterprise logins

If your organization has set up enterprise logins, it has chosen how to invite members to join the organization—automatically or through invitations. The automatic option allows members to join the organization by signing in with their enterprise login. With the invitation option, you generate email invitations through ArcGIS Online that include instructions on how to join the organization. If your organization is configured for the automatic option, you can still invite members to join the organization.

  1. Verify that you are signed in to your organization and have privileges to invite members.
  2. Click My Organization at the top of the site and click Invite Members.
  3. Select Send invitations to enterprise logins and click Next.

    The name of your enterprise login system appears in the option.

  4. Click One at a time to set up invitations separately.
    1. Fill in the Email field.
      Note:

      If the enterprise identity provider is configured to send the email attribute to ArcGIS Online after authenticating the member, the email address should match the email address where the invitation is sent. If the email addresses do not match, the member will not be able to join the organization.

    2. Select a member level and a role. You cannot select administrator or a custom role with organization administration privileges during the invitation process. You can change the level or role after the member has joined the organization. If you chose 1 for the member level, you can only select the default Viewer role or a custom role that has some or all of the Viewer privileges.
    3. Enter a message the member will see as part of the email invitation.
    4. Click Review Invitation(s) and verify the information.
    5. Click Invite Another to add an additional member to your invitation.
    6. Click Send Invitations when you are ready to send the invitation.

      An email invitation is sent with information on how to join the organization.

  5. Click From a file to upload a CSV or text file.
    1. Create a CSV or text file that contains a header (first line) with three fields: Email, Role, and Level. The fields can be separated with a comma, semicolon, or tab.

      For Level, specify the member level you want to assign the user. The level determines which privileges can be assigned to the member. The value can equal 1 or 2. You can change the member level after the member has joined the organization.

      For Role, the value can equal Viewer, User, Publisher, or one of your custom roles without organization administration privileges. Role values are not case sensitive. You can change the role after the member has joined the organization. If the value does not match a role in your organization, it is set to the default, User.

    2. Click Browse and choose the file on your computer.
    3. Enter a message the member will see as part of the email invitation.
    4. Click Upload File and Review Invitations to verify the information. Your file is checked for required attributes.
    5. If your file is missing any email or role values, click Edit next to the row and update the information.
    6. Verify that all the information in your file is correct and click Send Invitations.

      An email invitation is sent with information on how to join the organization.

  6. Click Invite Another Member to invite additional members to the organization, or click Return To My Organization to go to your My Organization page.

Resend and remove invitations

For members you've invited but who have not yet joined, you can resend or remove the invitations. Resend an invitation if the member has lost your email or hasn't joined within the two-week time limit. Remove the invitation when you no longer want the member to join or you want to reuse the login you created. You can only resend and remove invitations for enterprise logins and logins that members created for themselves.

  1. Verify that you are signed in to your organization and have privileges to resend and remove invitations.
  2. Click My Organization at the top of the site and choose Pending Members from the Viewing drop-down list.
  3. Click the action button Action in the row of the pending member.
    • Click Resend Invitation, edit the message the member will receive, and click Resend. An email invitation is sent with information on how to join the organization.
    • Click Remove Invitation and click Remove Invitation to confirm. The invitation is no longer valid and you can reuse the user name for another member.

Note:

To resend an invitation to a member you added and notified via email, delete the member (listed as a current member not yet signed in) and send a new invitation. You need to delete the member before you can reuse the user name in the invitation.

To remove a member you added without sending an email, delete the member (listed as a current member not yet signed in). You need to delete the member before you can reuse the user name.