Managers, and hosts (contract holder and staff approver) find information about how to register guests at NTNU. Guest is registered through three steps:

1. Obtain formal guest approval from the guest formal manager/leader
2. Add the guest to the Guest Service
3. Order additional access to other professional systems if needed

The Guest Service is a new registration solution for NTNU's guests. The service is used to register all new guests, who need an IT user account or access at NTNU. Only a host (contract holder or personnel approver) can add guest in the Guest Service.

• Order access as a host in NTNU Help (in Norwegian only).

Norsk versjon: Gjestetjenesten

1) Obtain formal approval of the guest

Before a guest is granted the necessary access via the Guest Service, the guest must be approved by a formal manager/leader.

It is a staff approver that accept guests or external and other partners without an employment contract.

The order form for guest approval is in Norwegian only.

 Obtain formal approval of the guest

See instructions on how to apply for formal approval of a guest (in Norwegian only).

2) Add the guest to the Guest Service

Once the guest is approved, you must add the guest to the Guest Service. The registered persons get an IT user account and basic access at NTNU.

In the Guest Service you get an overview of your registered guests, in addition you can:

• Register new guests, including inviting guests to verify themselves and register their contact information
• Extend and end your guests' affiliations

 Log in to the Guest Service

See the directions for how to use the Guest Service.

3) Request access to any additional systems

If the guest need access to buildings or special systems, please, send an access request in NTNU Help:

 Order access to additional systems

Frequently asked questions

How do I get access as a host?

The contract holder og staff approver can be hosts.

How do I invite a guest?

Selectthe register newguest button at the top of the page after logging in. Try to find the guest by searching. If you are lucky, the guest is already registered on another device. If the guest already exists, you can add a new role to one of your devices on the guest. If not, press the button marked register new guest under the search field.

How do I extend the period the guest is to stay with us?

If the guest is already active, you will find it under Approved guests. (Alternatively, you can use the search field on the register new guest page). Once you have found the guest there will be a list of the guest's roles, with a button to the right of each line marked details. By pressing this button, you get details about the role you are interested in, with date fields for start and end dates. Select the desired date, and remember to save when you are done.

I have received an email that I must approve the guest. What do I do?

If your guest chose to register manually, you, as the host, must look at the person's ID papers and verify that the guest's papers correspond to what is registered in the Guest Service. This will typically be the passport number, but can also be the social security number. Here it is important that what you look at also includes a picture of the person.

The guest I invite will not receive an email. What do I do?

Select the register newguest button at the top of the page after logging in. Try to find the guest by searching. If the guest already exists, you can add a new role for the guest to one of your devices. If not, press the button marked register new guest under the search field.

Error "Failed to create invite"

I'm trying to register a user but get an error message "Failed to create invite, Status code: 400 () Message: There is already a guest with the registered e-mail". Then the best thing to do is look up the email address under Register new guest. When you get a match for the person, you can add an additional role for your unit.