Send onboarding invitations by email

Easily onboard ahead ID users by sending them an email invitation to get started

What does 'Onboarding' mean in ahead?

In ahead, a user is considered Onboarded once they successfully log in for the first time.

When an organization is onboarding users, it means they are giving them access to ahead and guiding them through their first steps in using the app.

Who can receive onboarding invitation emails?

You can send onboarding invitations to:

• Newly created ahead ID user with Created status

• Entra ID users who have been enabled for ahead login (Migrating status)

• Users with Pending, Onboarding incomplete, or Failed status, if you’re resending the invitation

👉 Important: All these users must have a valid email address in their profile to receive the invitation.

Who cannot be onboarded via email?

• ahead ID users who are already marked as Onboarded
• Entra ID users who have not been enabled for ahead login
  
  

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Step-by-Step: Sending onboarding invitations

Step 1: Select users to onboard

To onboard a single user:

1. Use the search or filters in the Users table to find the user

2. Click their row to open the side panel

3. Under Choose action, select Start onboarding

To onboard multiple users:

1. Use the checkboxes to select multiple users in the Users table. Optionally, apply filters (e.g. by country or status)

2. Click Choose Action > Start onboarding at the top of the table. If any selected users are not eligible, the action will be disabled

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Step 2: Send the emails

After selecting your users and starting the onboarding process:

• A confirmation window will appear, showing how many users will receive the invitation. It also explains that users without email addresses or already onboarded will be excluded.

• Choose the email language and click Send
• The invitations will be sent shortly. Sending might take a few moments to complete.

What does the invitation email look like?

The email includes:

• The user’s username

• A button linking to the password setup screen

If your organization uses branded emails, the message will feature your logo and colors. Otherwise, it uses the default ahead design.

📩 See here a preview of the emails

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Step 3: Review the invitation summary

If some users couldn’t receive the invitation, you’ll see a summary screen. It will show:

• How many invitations were sent successfully

• How many failed, and why

The most common reason is a missing email address. To resolve this:

1. Click Show users in the summary to view the affected profiles directly or close the summary it and filter the Users table by the Failed status
2. Add missing email addresses
3. Resend the invitation by repeating the same onboarding steps
   
   

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Next Steps: What Happens After Sending Invitations?

Tracking Onboarding Progress

You can track each user’s real-time onboarding status by checking the top of their profile or by looking at the Status column in the Users table.

Typical progress looks like this:

• Pending – Invitation email has been sent

• Onboarding incomplete – User clicked the link but hasn’t finished setup

• Onboarded – User successfully set their password and logged in

Potential issues

If users stay too long in Pending or Onboarding incomplete, they may be stuck or missed the email. You may want to:

• Double-check their email address

• Remind them to check their inbox

• Resend the invitation

🔎 Learn more: Understanding user status and when to take action