​Overview

The User Component in Team Forms allows responders to select Active Directory / Entra users from a drop-down list. It can be set to show either all team members or everyone in your organization.

When set to “All Team Members”, you may find that newly added users don’t appear immediately in the drop-down.

Why this happens

Team Forms relies on SharePoint’s User Information List to populate user options. This is a hidden list automatically maintained by SharePoint. However, new users aren’t added to this list until they’ve interacted with SharePoint—such as opening a file or accessing the site.

Until that happens, the user won’t appear in the User Component drop-down, even if they’ve been added to the team.

This is a limitation of SharePoint, as detailed here:

👉 Microsoft Documentation

Workaround

To avoid this issue, configure the User Component to “Everyone in your organization” instead of limiting it to “All Team Members”. This allows Team Forms to pull from the broader Active Directory / Entra user list, ensuring the new user appears without needing to trigger SharePoint’s User Information List.