Invite people to Synthreo Certified

Before you start

You need a platform admin account. Open the admin console at /certification/admin/ and choose Access.

Two things decide what an invited person can do:

• Signing in - anyone on the allowlist can sign in.
• Being licensed - only a licensed person can be assigned the licensed tracks (AI Expert, AI Master, AI Architect, AI Builder). Licensing normally comes from their organization.

The MSP-only courses - AI Sales Certified, AI Marketing Certified, and the Consultant capstone - and the MSP-focused AI Support Certified course need more than a license: the person must belong to a licensed MSP partner organization. Licensing someone individually does not grant these, deliberately, because they carry MSP commercial material.

A person can be one without the other. Someone who can sign in but is not licensed shows Sign-in only - not licensed in the table, and course assignment will refuse them.

Invite one person

1. In Invite people, enter their email address.
2. Fill in First name, Last name and Company. These appear in the table and seed their profile, so you can find them by name later.
3. Leave Organization on Match automatically from their email domain.
4. Leave Starting course on AI Foundations Certified.
5. Select Invite.

Verify: the result line is assembled from whichever of these applied, so it will not always read the same way:

• how many were added to the allowlist (or Nobody new was added)
• how many were already on it
• how many were emailed
• how many could not be emailed - use Resend on those rows
• how many were emailed but not recorded - see the warning below
• how many were started on their first course
• how many addresses were skipped as invalid, naming up to three

Do not resend an “emailed but not recorded” invitation

These two look similar and need opposite actions. Could not be emailed means nothing was sent - use Resend. Emailed but not recorded means the mail did go out but the record of it did not save, so their row will say Never invited. Resending that one sends the person a genuine duplicate. Leave it; they already have the invitation.

The new row appears in the table below. It shows a green Licensed via <organization> pill if their domain matched an organization, Licensed individually if you ticked the checkbox, or Sign-in only - not licensed if neither applied - and that last one means they cannot yet be assigned a course.

The invitation links to the sign-in page. The recipient enters their address and receives a one-click link, so the invitation does not expire before they read it.

Invite several people at once

Paste the addresses into the box - commas, spaces, or one per line. Formats copied from a mail client or spreadsheet (Jane Smith <jane@acme.com>) are understood.

Leave First name, Last name and Company empty for a batch: they apply to everyone in the box.

Verify: the result line reports how many were added, how many were emailed, and how many were skipped as invalid, naming up to three of them.

License someone who has no organization

Use this for an individual on a personal domain - an independent consultant on Gmail, for example - who has no organization to be licensed through.

1. Enter their details as above.
2. Select Licensed without an organization.
3. Select Invite.

Verify: their row reads Licensed individually.

This is recorded against your account, with the date, because it grants an entitlement that would normally come from an organization.

If their email domain does match a known organization, that organization is used instead and the checkbox is ignored - the organization is the better record, and it keeps their licensing correct if they later leave it.

Place someone in a specific organization

Use this when someone’s address does not share their organization’s domain - a contractor working for an MSP, for example.

1. Enter their email address and details.
2. Set Organization to the organization you want. This overrides the automatic match from their email domain.
3. Select Invite.

Verify: their row shows that organization in the Organization column and reads Licensed via <organization> in Access.

Only real organizations are listed.

Fix someone who cannot be assigned a course

This is the usual cause of “I invited them but I cannot assign them a course.” Their row will read Sign-in only - not licensed.

1. Enter the same email address in Invite people.
2. Choose their Organization, or select Licensed without an organization.
3. Select Invite.

Verify: their row now reads Licensed via <organization> or Licensed individually, and they can be assigned courses.

Re-inviting an existing person can set their organization if they do not have a licensing one yet, and can update their licensing, name and company. It does not send them another invitation - use Resend for that.

A re-invite never revokes access. It does not blank a name or company you have already set, and it cannot move someone out of an organization that licenses them - to change that, use Manage customers. It can replace a placement that licenses nothing, which is what makes the repair above work.

One thing it does change: if you place someone in an organization who was previously licensed as an individual, the individual license is cleared and they are licensed through the organization instead. They keep access throughout - the organization is simply the better record, and it keeps their licensing correct if they later leave it.

Resend an invitation

Select Resend on their row. Use this when someone says the invitation never arrived, or when the Invited column reads Never.

Verify: the message reads Invitation re-sent to <address>. and the Invited column updates.

The email mentions a course only if they actually have one, so it never promises something that is not on their dashboard.

Assign more courses

Once someone has been invited they are a member immediately, so you can assign further courses from Members without waiting for them to sign in.

Troubleshooting

Their row says “Sign-in only - not licensed”. They have no organization and no individual license. Follow Fix someone who cannot be assigned a course above.

The result said an invitation could not be emailed. Access was still granted - the two are reported separately on purpose. Use Resend on their row.

If it keeps failing, stop re-trying and check the service logs, which name the cause. There are three, and they need different fixes:

• Email not configured - RESEND_API_KEY is missing from the environment. No mail can be sent to anyone until it is set.
• A provider error - the send reached the provider and was rejected. The logged message gives the reason (an unverified sending domain and a restricted API key are the common ones).
• No message id returned - the provider did not confirm acceptance, so the send is treated as failed rather than assumed delivered.

The Invited column says “Never”. They were added to the allowlist but never told. Select Resend.

Resend says “Could NOT email <address>. They still have access - try again shortly.” Either the send failed, or an invitation to that address went out in the last 30 seconds and the duplicate guard suppressed a second one. Wait half a minute and try again; if it still fails, check the service logs for the cause above.

I cannot choose the course I want as a starting course. Only a public, prerequisite-free course can be assigned from an invitation, because the invitation says it is waiting on their dashboard. Everything else - including courses that require AI Expert first, and the MSP-only courses - is assigned from Members after they exist.

Someone was invited but does not appear in the queue. The waiting queue only lists people who cannot already sign in. Once they are allowlisted they move to the table below it.