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Invite and add members

Organizations add members by inviting them to join or adding them directly. Part of the process includes choosing one of the following methods for how to establish accounts:

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. Depending on the method you use and your privileges, the invitation process allows you to assign add-on licenses, add members to groups, allocate credits, enable Esri access, and specify some member settings such as profile visibility and start page.

When you send invitations, potential members receive an email invitation with instructions on how to join the organization, and they have 14 days to accept the invitation before it expires. When you add members without sending an invitation, 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 use one of the two methods for adding members, the members are automatically added to your organization as current members (not yet logged in). When you use one of the two methods for inviting members to join, 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.

Tip:

To quickly get the membership status for your organization, find out how many invitations are pending, and see a breakdown of members by user type, go to the Members card on the Overview tab of the organization page.

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. Members are prompted to set their security question and answer, which are used to reset their password.

  1. Verify that you are signed in to your organization and have privileges to invite members.
  2. At the top of the site, click Organization, click the Members tab, and click Invite members.
  3. Select Add members without sending invitations and click Next.
  4. If you want to add member information one at a time, click New member.
    1. Fill in the following fields: First name, Last name, Email address, Username, and Temporary password.
      • The email address cannot contain an apostrophe. The email address 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 be unique and 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, the password must be at least eight characters and contain at least one letter and one 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.
        Note:

        Weak passwords may not be accepted. A password is considered weak if it's a common word such as household, includes repetitive or sequential characters (for example, aaaabbbb or 1234abcd), or if the password was compromised due to a security breach on another website.

    2. For User type, select from the drop-down list. The user type determines which privileges and apps can be assigned to the member. You can change the user type after the member has joined the organization.
    3. Select a role. The list of roles is based on what's compatible with the selected user type. For example, if you chose Viewer for the user type, you can only select the default Viewer role or a custom role that has some or all of the Viewer privileges. 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.
    4. Click Next. Or, if you want to add additional members, click Next, add another and repeat.
    5. Verify the member information. Click Next and skip the next step.
  5. If you want to upload a file of member information, click New members from a file. 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 (optional), Password, User Type, and Role. The fields can be separated with a comma, semicolon, or tab.
      • The email address cannot contain an apostrophe. The email address 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. User names must be unique and 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, the password must be at least eight characters and contain at least one letter and one 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.
        Note:

        Weak passwords may not be accepted. A password is considered weak if it's a common word such as household, includes repetitive or sequential characters (for example, aaaabbbb or 1234abcd), or if the password was compromised due to a security breach on another website.

      • For User Type, specify the user type you want to assign the member. The user type determines which privileges and apps can be assigned to the member. The value can equal Viewer, Editor, Field Worker, Creator, GIS Professional Basic, GIS Professional Standard, or GIS Professional Advanced. You can change the user type after the member has joined the organization.
      • For Role, the value can equal Viewer, Data Editor, 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. Your file is checked for required fields. If your file is missing required fields, you can edit your file, click Choose a different file and select the updated file. Or, click Next to view the compiled members list and edit information for any member with an error icon.
    3. Review the member list and verify the information. Click Next.
  6. In the Set member properties panel, optionally assign any add-on licenses that are compatible with the user types in your member list. (You only see this option if you have privileges to manage licenses.)

    If you're adding more than one member at a time with different user types, the available licenses are based on the user type with the fewest compatible add-on licenses. For example, if you're adding four Creators and one Editor, and you want to assign Insights for ArcGIS, the option won't be available because it's not compatible with both user types. You can click Compile member list to return to the list of new members, select the member with the Editor user type, and click Remove so you can assign the add-on license to the Creators. Otherwise, you can assign the add-on licenses later on the Licenses tab.

  7. Click the Groups tab and select the groups in your organization to which you want to add the new members. (You only see this option if you have privileges to add members to groups.)
  8. Click the Credits tab and set the credit allocation to a specified number of credits or no allocated limit. (You only see this option if you are an administrator.)
  9. Click the Settings tab and modify the following member settings: profile visibility, a member's start page, language, and number and date format. (You only see these options if you have privileges to update members.) You can also enable Esri access for the new members. Click Next.
  10. Review the summary details. If you need to make corrections, click Set member properties or Compile member list to make changes.
  11. Click Add members when you are satisfied.

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

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. At the top of the site, click Organization, click the Members tab, and click Invite members.
  3. Select Add members and notify them via email and click Next.
  4. If you want to add member information one at a time, click New member.
    1. Fill in the following fields: First name, Last name, Email address, and Username.

      The email address cannot contain an apostrophe. The user name must be unique and 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. Once you send the invitation, the user name cannot be changed by you or the member.

    2. For User type, select from the drop-down list. The user type determines which privileges and apps can be assigned to the member. You can change the user type after the member has joined the organization.
    3. Select a role. The list of roles is based on what's compatible with the selected user type. For example, if you chose Viewer for the user type, you can only select the default Viewer role or a custom role that has some or all of the Viewer privileges. 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.
    4. Click Next. Or, if you want to add additional members, click Next, add another and repeat.
    5. Verify the member information. Click Next and skip the next step.
  5. If you want to upload a file of member information, click New members from a file. 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 (optional), User Type, and Role. The fields can be separated with a comma, semicolon, or tab.
      • The email address cannot contain an apostrophe.
      • 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 be unique and 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. Once you send the invitation, the user name cannot be changed by you or the member.
      • For User Type, specify the user type you want to assign the member. The user type determines which privileges and apps can be assigned to the member. The value can equal Viewer, Editor, Field Worker, Creator, GIS Professional Basic, GIS Professional Standard, or GIS Professional Advanced. You can change the user type after the member has joined the organization.
      • For Role, the value can equal Viewer, Data Editor, 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. Your file is checked for required fields. If your file is missing required fields, you can edit your file, click Choose a different file and select the updated file. Or, click Next to view the compiled members list and edit information for any member with an error icon.
    3. Review the member list and verify the information. Click Next.
  6. In the Set member properties panel, optionally assign any add-on licenses that are compatible with the user types in your member list. (You only see this option if you have privileges to manage licenses.)

    If you're adding more than one member at a time with different user types, the available licenses are based on the user type with the fewest compatible add-on licenses. For example, if you're adding four Creators and one Editor, and you want to assign Insights for ArcGIS, the option won't be available because it's not compatible with both user types. You can click Compile member list to return to the list of new members, select the member with the Editor user type, and click Remove so you can assign the add-on license to the Creators. Otherwise, you can assign the add-on licenses later on the Licenses tab.

  7. Click the Groups tab and select the groups in your organization to which you want to add the new members. (You only see this option if you have privileges to add members to groups.)
  8. Click the Credits tab and set the credit allocation to a specified number of credits or no allocated limit. (You only see this option if you are an administrator.)
  9. Click the Settings tab and modify the following member settings: profile visibility, a member's start page, language, and number and date format. (You only see these options if you have privileges to update members.) You can also enable Esri access for the new members. Click Next.
  10. Review the summary details. If you need to make corrections, click Set member properties or Compile member list to make changes.
  11. For Email settings, optionally modify the email message the members will see as part of the email invitation.
  12. Click Add members when you are satisfied.

Email invitations are sent with information on how to join the organization.

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 logins, 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 to 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. (You can still add these members to groups in your organization during the invitation process.)

  1. Verify that you are signed in to your organization and have privileges to invite members.
  2. At the top of the site, click Organization, click the Members tab, and click Invite members.
  3. Select Invite members to join using an account of their choice and click Next.
  4. If you want to add member information one at a time, click New member.
    1. Enter an email address. It cannot contain an apostrophe.
    2. For User type, select from the drop-down list. The user type determines which privileges and apps can be assigned to the member. You can change the user type after the member has joined the organization.
    3. Select a role. The list of roles is based on what's compatible with the selected user type. For example, if you chose Viewer for the user type, you can only select the default Viewer role or a custom role that has some or all of the Viewer privileges. 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.
    4. Click Next. Or, if you want to add additional members, click Next, add another and repeat.
    5. Verify the member information. Click Next and skip the next step.
  5. If you want to upload a file of member information, click New members from a file.
    1. Create a CSV or text file that contains a header (first line) with the following fields: Email, User Type, and Role. The fields can be separated with a comma, semicolon, or tab.
      • The email address cannot contain an apostrophe.
      • For User Type, specify the user type you want to assign the member. The user type determines which privileges and apps can be assigned to the member. The value can equal Viewer, Editor, Field Worker, Creator, GIS Professional Basic, GIS Professional Standard, or GIS Professional Advanced. You can change the user type after the member has joined the organization.
      • For Role, the value can equal Viewer, Data Editor, 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. Your file is checked for required fields. If your file is missing required fields, you can edit your file, click Choose a different file and select the updated file. Or, click Next to view the compiled members list and edit information for any member with an error icon.
    3. Review the member list and verify the information. Click Next.
  6. In the Set member properties panel, select the groups in your organization to which you want to add the new members. (You only see this option if you have privileges to add members to groups.)
  7. Click the Credits tab and set the credit allocation to a specified number of credits or no allocated limit. (You only see this option if you are an administrator.)
  8. Click the Settings tab and optionally enable Esri access for the list of members.
  9. Select one of the following, and then click Next:
    • New member(s) must use the email specified in their invitation—Select this option if you want the invited members to create an account using the same email address you used to send the invitations.
    • New member(s) can use the email of their choice—Select this option to allow the invited members to use the email address of their choice.
  10. Review the summary details. If you need to make corrections, click Set member properties or Compile member list to make changes.
  11. For Email settings, optionally modify the email message the members will see as part of the email invitation.
  12. Click Add members when you are satisfied.

Email invitations are sent with information on how to join the organization.

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. At the top of the site, click Organization, click the Members tab, and click Invite members.
  3. Select Invite users to join using their enterprise logins and click Next.

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

  4. If you want to add member information one at a time, click New member.
    1. Enter an email address. It cannot contain an apostrophe.
      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. For User type, select from the drop-down list. The user type determines which privileges and apps can be assigned to the member. You can change the user type after the member has joined the organization.
    3. Select a role. The list of roles is based on what's compatible with the selected user type. For example, if you chose Viewer for the user type, you can only select the default Viewer role or a custom role that has some or all of the Viewer privileges. 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.
    4. Click Next. Or, if you want to add additional members, click Next, add another and repeat.
    5. Verify the member information. Click Next and skip the next step.
  5. If you want to upload a file of member information, click New members from a file.
    1. Create a CSV or text file that contains a header (first line) with the following fields: Email, User Type, and Role. The fields can be separated with a comma, semicolon, or tab.
      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.

      • The email address cannot contain an apostrophe.
      • For User Type, specify the user type you want to assign the member. The user type determines which privileges and apps can be assigned to the member. The value can equal Viewer, Editor, Field Worker, Creator, GIS Professional Basic, GIS Professional Standard, or GIS Professional Advanced. You can change the user type after the member has joined the organization.
      • For Role, the value can equal Viewer, Data Editor, 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. Your file is checked for required fields. If your file is missing required fields, you can edit your file, click Choose a different file and select the updated file. Or, click Next to view the compiled members list and edit information for any member with an error icon.
    3. Review the member list and verify the information. Click Next.
  6. In the Set member properties panel, select the groups in your organization to which you want to add the new members. (You only see this option if you have privileges to add members to groups.)
  7. Click the Credits tab and set the credit allocation to a specified number of credits or no allocated limit. (You only see this option if you are an administrator.)
  8. Click the Settings tab and optionally enable Esri access for the list of members. Click Next.
  9. Review the summary details. If you need to make corrections, click Set member properties or Compile member list to make changes.
  10. For Email settings, optionally modify the email message the members will see as part of the email invitation.
  11. Click Add members when you are satisfied.

Email invitations are sent with information on how to join the organization.

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 the invitation email or hasn't joined within the time limit (members have 14 days to accept an invitation before it expires). 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 invite members.
  2. At the top of the site, click Organization, click the Members tab, and click Pending members.
  3. Next to the member whose invitation you want to resend or remove, do one of the following:
    • Click Resend invite. An email invitation is sent with information on how to join the organization.
    • Click Delete invite. 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.