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Invites, seats & G365 course access

This guide answers questions that often come up together: who counts toward seats, what happens when someone accepts an invite, and how that relates to the G365 Certified Associate course on the GAICC training Hub (for example hub.gaicc.org in many deployments — your organisation may use a different Hub URL).

How “seats” work​

  • A seat is a slot on your plan used by people connected to the workspace.
  • The count includes:
    • Everyone who is already a member, and
    • Everyone with a pending invitation that has not expired or been cancelled.

So if your plan allows 10 seats and you have 8 members and 3 open invites, you are over the seat limit until someone joins or you cancel an invite.

Tip: Unused pending invites consume seats. Clean up stale invites from Team settings → Pending invites.

What happens when someone accepts an invite?​

  1. They become a member of your workspace with the role the admin chose (Admin, Editor, Reviewer, or Auditor).
  2. The pending invite is removed.
  3. Separately, the platform may start G365 / Hub processing for that email (see next section). That step does not block joining the workspace.

For the acceptance UI (new account vs existing login), see Accept a workspace invitation.

G365 course and the Hub — does every new member get the course?​

Joining the workspace and getting Hub course access are related but not identical. Which automatic path runs depends on how the billing owner got platform access.

Admin script grants (90-day Starter / sales eval)​

If the workspace billing owner was set up via an internal admin script (for example grantStarter90DayAccess or provisionEnterpriseEvalUser), when someone accepts an invite the platform tries to record G365 course access for that email (within plan limits) and, when Hub integration is configured, to grant the course on the Hub. If the cap is full, the person still joins the workspace.

Promo code signup​

Workspaces whose billing owner registered with a promo code get Govern365 platform access only. Invited members do not receive automatic G365 / Hub course access when they accept an invite.

Stripe checkout (14-day trial or paid plan)​

When the billing owner completes Stripe checkout, the system reconciles G365 for everyone already in the workspace at that moment (including the buyer).

Important: Someone who accepts an invite later (after checkout) is not automatically enrolled via the invite-accept path today. They may still be enrolled manually by a workspace Admin or when a subscription reconcile runs again.

General rules​

After any successful G365 enrollment attempt:

  1. The product records one G365 activation per email for that organisation (lifetime — removing a member does not free the slot).
  2. If Hub integration is configured, the Hub is asked to link the learner and grant G365 Certified Associate (idempotent where supported).
SituationTypical result
Script-grant workspace, under G365 capMember gets course access on invite accept
Promo workspaceNo automatic G365 on invite accept
Stripe workspace, member joins after checkoutNo automatic G365 on invite accept (buyer + members at checkout may already have been reconciled)
Cap already reachedNo extra enrollment; join still succeeds
Hub integration not configuredEnrollment may still be recorded in Govern365; no Hub call until configured

Exact Hub URL (such as https://hub.gaicc.org) and email branding depend on how your environment is deployed, not on the Govern365 UI alone.

Admins and manual G365 enrollment​

In some setups (for example LMS integrations), a workspace Admin can record G365 access for an email through an API used by integrations. That uses the same limits as the automatic path. Day-to-day users accepting invites rely on the automatic flow above.