Inviting staff members and users

SimChat distinguishes between staff members (admins and authors) and users (learners). Each has different access levels and invitation methods.

Staff members vs users

Staff members include:

• Owners and administrators who manage the organisation
• Authors who can create and edit scenarios

Users are the learners who practise with your scenarios. They cannot edit scenarios or view activity from other users.

Inviting staff members

To invite a new administrator or author:

1. Go to Settings → Staff
2. Click Invite staff
3. Enter their email address(es)
4. Select their role (Administrator or Author)
5. Add a custom message (optional)
6. Click Send invitations

They'll receive an email with a secure link to join your organisation.

Inviting users

Users join your organisation using invite links. You can share these links manually, for example through your LMS, or send email invitations directly from SimChat. Users will need to create a SimChat account and will be automatically associated with your organisation when they use the link.

To create an invite link:

1. Go to Settings → User Invites
2. Click New invite
3. Give it a descriptive invite name (e.g. "Year 2 Medical Students")
4. Set any optional limits:

• Max uses - How many people can use this link
• Expiry date - When the link stops working

5. Assign to a group (optional) - Learners will be added to this group automatically
6. Click Create invite link

You can then:

• Copy the link to share manually
• Send invitations via email directly from SimChat

Managing user groups

Groups help you organise users and control access:

1. Go to Groups in the sidebar
2. Click Create group
3. Name your group (e.g. "Cohort 2025")

After creating a group, you can:

• Add members manually
• Create an invite link that automatically adds users to this group
• Restrict specific scenarios and collections to this group

Updated on: 05/12/2025