User Invitation

Overview

The primary way for adding additional users into the Champion Web Experience (CWE) is via the User Invite system, when an admin adds a user with an initial role and said user receives an email to enter CWE. While users may also access an account by logging in to the Champion Web Experience (CWE) with their business email, unless they've been invited with a role, the user will not be able to access CWE due to having no assigned roles.

Prerequisites

To invite users, you must have:

• ✅ An active Champion account
• ✅ Administrator role in your account or organization
• ✅ The user's business email address
• ✅ Knowledge of what role the user should have

Available Roles

1. Access the Users Page

1. Log in to Champion Web Experience

2. In the left navigation, click "Users"

3. You'll see a list of existing users in your organization

2. Start the Invitation Process

1. Click the "Add User" button in the top-right corner

2. A user invitation dialog appears

3. Enter User Information

Fill out the invitation form:

Basic Information

First Name (Required)

• User's given name
• Example: "Sarah"

After entering:

Last Name (Required)

• User's family name
• Example: "Johnson"

Email Address (Required)

• Must be a valid business email
• User will receive invitation at this address
• Example: "[email protected]"

⚠️

Email Domain Verification

Users can only be invited from domains that have been verified for your account. If you need to invite someone from a new domain, you may need to verify that domain first.

Role Assignment

Select One or More Roles

1. Click the "Select one or more Roles" dropdown

2. Choose the appropriate role(s):
   • Select multiple roles if the user needs access across different areas
   • Typically, most users receive one primary role

3. Role Selection Guidelines:
   • New team members: Organization Member
   • Department managers: Organization Admin
   • IT/DevOps: Champion Developer
   • Documentation team: Knowledge Manager
   • Executive stakeholders: Viewer

Optional: Personal Message

Invitation Message (Optional)

• Add a custom message to the invitation email
• Explain why you're inviting them
• Provide context about Champion's role in your organization

Example:

Hi Sarah,

I'm inviting you to our Champion AI platform. You'll be able to use
our AI assistant to help with purchase order management and inventory
queries. Let me know if you have any questions!

- John

4. Send the Invitation

1. Review all entered information

2. Click "Send" button in the dialog

3. Click "Send Invitation" to confirm

4. Champion sends an email invitation to the user

5. You'll see a confirmation message: "Invitation sent successfully"

6. The user appears in your user list with status "Pending"

What the User Receives

Invitation Email

The invited user receives an email with:

Subject: "You've been invited to join Champion AI"

Content:

• Invitation from your organization
• Their assigned role(s)
• Any custom message you included
• "Accept Invitation" button
• Link expiration notice (invitations expire in 7 days)

Accepting the Invitation

When the user clicks "Accept Invitation":

1. They're directed to Champion login page

2. If they already have a Champion account:

   • They log in with their existing credentials
   • The new organization is added to their account
   • They can switch between organizations

3. If they're new to Champion:

   • They complete the email verification process (OTP)
   • They set up their profile (name, preferences)
   • They're automatically added to the organization

Managing Pending Invitations

View Pending Invitations

In the Users page, pending invitations are marked with:

• 📧 Pending status badge
• Date invitation was sent
• Expiration date

Resend an Invitation

If a user didn't receive the invitation:

1. Find the user in the user list
2. Click the "⋯" (three dots) menu next to their name
3. Select "Resend Invitation"
4. A new invitation email is sent

Revoke an Invitation

To cancel a pending invitation:

1. Find the user in the user list
2. Click the "⋯" (three dots) menu
3. Select "Revoke Invitation"
4. Confirm the revocation
5. The user is removed from the list

⏰

Invitation Expiration

Invitations expire after 7 days. After expiration, you'll need to resend the invitation or create a new one.

Bulk User Invitations

For inviting multiple users at once:

CSV Import (Coming Soon)

1. Download the user template CSV
2. Fill in user details (name, email, role)
3. Upload the CSV file
4. Review and confirm invitations
5. Send bulk invitations

Current Workaround

For now, to invite multiple users:

1. Use the standard invitation process for each user
2. Consider scripting via the Management API for large batches
3. Contact support for assistance with bulk onboarding

Modifying User Roles

Change a User's Role

1. Navigate to Users page

2. Find the user in the list

3. Click on the user's name or the "⋯" menu

4. Select "Edit User" or "Manage Roles"

5. Add or remove roles:

   • Select additional roles from the dropdown
   • Remove roles by clicking the X next to the role name

6. Click "Save Changes"

7. The user's permissions update immediately

Role Change Notifications

When you modify a user's roles:

• The user receives an email notification
• They see the changes immediately on next login
• No re-invitation required

Removing Users

Deactivate a User

To remove a user from your organization:

1. Navigate to Users page

2. Find the user you want to remove

3. Click the "⋯" (three dots) menu

4. Select "Deactivate User" or "Remove from Organization"

5. Confirm the action

6. The user loses access immediately

What Happens When a User is Removed

• User can no longer access the organization
• Their chat history is retained for audit purposes
• Any agents or knowledge they configured remain
• They receive an email notification of removal
• They can be re-invited later if needed

Account Access Requests

User-Initiated Access Requests

Users can request access to organizations without a direct invitation:

1. User logs into Champion Web Experience

2. Clicks their email address in the bottom-left

3. Selects "Access Requests"

4. Clicks "Request Access"

5. Selects the account they want access to

6. (Optional) Sets an expiration date for temporary access

7. Clicks "Submit Request"

Approving Access Requests

As an administrator:

1. Navigate to Users page

2. Click "Access Requests" tab (if you have pending requests, you'll see a badge)

3. Review pending requests:

   • User name and email
   • Requested access level
   • Reason for request (if provided)
   • Expiration date (if any)

4. For each request:

   • Click "Approve" to grant access and assign roles
   • Click "Deny" to reject the request

5. User receives an email notification of your decision

🔐

Zero-Trust Security

Champion follows a zero-trust security model. All users must be explicitly approved—no automatic access based on email domain alone.

Best Practices

Role Assignment

✅ Do:

• Start users with minimal necessary permissions (Organization Member)
• Promote users to higher roles as needed
• Review roles regularly (quarterly)
• Document why users have specific roles
• Use the principle of least privilege

❌ Don't:

• Give everyone Organization Admin by default
• Share accounts between multiple people
• Leave inactive users active
• Grant Account Admin to users who only need organization access

Invitation Management

✅ Do:

• Include a personal message in invitations
• Verify email addresses before sending
• Follow up with users who don't accept within 3 days
• Keep your user list organized
• Remove users who leave the organization promptly

❌ Don't:

• Send invitations to personal email addresses
• Ignore expired invitations
• Invite users "just in case" they might need access
• Forget to revoke access when someone changes roles

Security Considerations

✅ Do:

• Regularly audit user access
• Require approval for all new users
• Monitor user activity in analytics
• Set expiration dates for temporary access
• Use separate test and production organizations

❌ Don't:

• Share login credentials
• Leave admin accounts unattended
• Grant long-term access to external consultants without review
• Ignore security alerts about user access

Troubleshooting

User Didn't Receive Invitation

Problem: User reports not receiving invitation email

Solutions:

1. Check spam/junk folders
2. Verify email address is correct
3. Ensure corporate email filters allow [email protected]
4. Resend the invitation
5. Try an alternative email if available
6. Contact support if issue persists

User Can't Accept Invitation

Problem: Invitation link doesn't work or shows error

Solutions:

1. Check if invitation has expired (7 days)
2. Verify user is clicking the link from the invitation email
3. Clear browser cache and cookies
4. Try a different browser
5. Resend the invitation if expired
6. Contact support with error details

Wrong Role Assigned

Problem: User has incorrect permissions

Solutions:

1. Edit user roles immediately
2. Changes take effect on next login or page refresh
3. Ask user to log out and back in
4. Verify role was saved correctly
5. Check for conflicts between account and organization roles

Cannot Remove User

Problem: Error when trying to deactivate user

Solutions:

1. Ensure you have admin permissions
2. Check if user is the last admin (can't remove)
3. Verify you're not trying to remove yourself
4. Reassign critical resources owned by the user first
5. Contact support for assistance

Related Topics

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👥

Ready to build your team?

Start inviting users and assign roles based on their responsibilities. For questions about enterprise user management features, contact [email protected]