Producer Invite Flow

Introduction:

Agencies using the platform need to invite producers to complete contracting and compliance workflows. Unlike internal users, invited producers often do not yet have an account, may use different email systems, and are not always authenticated through Okta or SSO.

This created a complex onboarding challenge: how to invite producers securely, guide them through account setup or login, and ensure they land in the correct workflow — without blocking progress or confusing users.

I worked on designing an end-to-end Producer Invite Flow that handles multiple edge cases while remaining clear, trustworthy, and flexible.

Figma File

Problems:

• Invitation emails come from agencies, not Okta or the platform’s auth system

• Producers may:

  • Already have an account

  • Not have an account

  • Use a different email than expected

• Invite links can expire

• Users may decline invitations for various reasons

• The flow must support:

  • Secure identity verification

  • Password creation

  • MFA setup

• Producers should always understand:

  • Who invited them

  • Why they were invited

  • What actions are expected next

My role:

• Designed the invitation-to-account-completion flow

• Mapped and validated all edge cases

• Designed UI for:

  • Invite acceptance

  • Decline paths

  • Account creation

  • Identity verification

  • Error and timeout states

• Balanced security requirements with onboarding clarity

• Worked closely with product and engineering to align UX with auth constraints

Design Goals

• Create a clear and trustworthy invitation experience

• Handle all account states without dead ends

• Minimize friction while meeting security requirements

• Avoid blocking users when issues occur (expired links, mismatched accounts)

• Ensure producers land in the correct next step after acceptance

Ket Scenarios Considered

• Invite link is valid, user has no account

• Invite link is valid, user already has an account

• Invite link is expired

• User declines the invitation

• User accepts but fails identity verification

• Terms & Conditions have changed since last login

Producer email

Solution

I designed a branching invite flow that adapts based on the producer’s state and intent:

• Invitation email clearly communicates:

  • Inviting agency

  • Purpose of the invite

  • Action required

• Upon clicking the link:

  • The system checks whether an account exists

  • Routes users accordingly

• New users are guided through:

  • Account creation

  • Password setup

  • MFA verification

  • Identity confirmation

• Existing users are routed to login and continue

• Decline actions:

  • Collect a reason for declining

  • Confirm the decision

  • Provide a recovery option

• Expired links explain what happened and how to proceed

At every step, the UI reinforces clarity, trust, and next actions.

Edge Cases & UX Safeguards

• Expired links: Clear explanation + guidance to request a new invite

• Account mismatch: Redirect to login when an account already exists

• Verification delays: Loading states and feedback during identity checks

• Verification failure: Graceful messaging with retry or support paths

• Changed Terms & Conditions: Mandatory acknowledgement before proceeding

Invite acceptance

Identity Confirmation

Verification Confirmation

Completed Producer Profile

Flow Diagram

Learnings:

• Onboarding is as much about trust as it is about usability

• Clear explanations reduce support requests

• Users rarely blame “security” — they blame confusion

• Designing decline paths is just as important as acceptance paths

• Handling failure states well builds long-term confidence in the product

Outcomes / Impact

• Enabled agencies to confidently invite producers at scale

• Reduced onboarding friction for first-time users

• Prevented users from getting stuck in auth or identity dead ends

• Created a reusable onboarding pattern for other external user roles

• Improved clarity and trust throughout a security-sensitive workflow