> For the complete documentation index, see [llms.txt](https://hub.equipme.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://hub.equipme.io/classes/portal-quick-setup/invite-users/how-to-invite-a-user.md).
# How to invite a user
Inviting users in equipme is intentionally separated from creating them.\
This applies to everyone who should access the platform, regardless of what they will do later or which responsibilities they might get.
Once you understand this separation, the onboarding flow becomes very clear and predictable.
***
#### Why inviting users is a separate step
When you create a user in equipme, you are not giving access yet.\
You are simply adding a person to the system.
This allows you to prepare your setup first. You can import users, sync them from an HR system, or structure locations and groups before anyone logs in. Only when you actively send an invitation does the user receive access.
Because of this, users are never invited automatically. The invitation is always a deliberate action.
***
#### Two ways to invite a user
There are two ways to invite a user in equipme. Both lead to the same result. The only difference is when you decide to send the invitation.
***
#### Inviting a user during creation
If you manually create a user and already know that this person should get access immediately, you can send the invitation right away.
During the creation process, you simply enable the option to send an email invitation and choose how the user should log in. As soon as the user is saved, the invitation email is sent and the user can access equipme.
This approach is straightforward and works well for small teams or individual users.
***
#### Inviting a user later from the user list
In many real setups, users already exist in equipme before they are invited. This often happens when users are imported, synchronized from an HR system, or created in advance as part of a larger rollout.
In this case, you invite users from the user list. You select one or multiple users, open the actions menu, and send the invitation from there. You can decide on the login method and add a short message if needed.
This way of inviting users is especially useful when access should be granted at a specific point in time or to many users at once.
***
#### What the invitation does and what it does not do
Sending an invitation only gives the user access to equipme. It does not define what the user can do or what they are responsible for.
Permissions, roles, and responsibilities are handled separately and can be adjusted at any time. You can invite users first and fine tune their setup later without sending another invitation.
***
#### A simple way to remember it
Creating a user means the person exists in the system.\
Inviting a user means the person can log in.
equipme keeps these two steps separate to stay flexible, especially in larger or more complex setups.
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