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Managing Invitations

Club invitations allow you to add guardians to families and staff to your club. The invitation system uses secure email links that expire after 7 days.

Types of Invitations​

Guardian Invitations​

Invite guardians (parents) to join existing families:

  • Access to their athlete's information and schedules
  • Participate in team communications and polls
  • RSVP to events and manage availability
  • Admin permissions - optional setting to allow family management

Staff Invitations​

Invite coaches and administrators to the club:

  • Coach access - manage assigned teams and communicate with families
  • Admin access - full club management capabilities
  • Custom role assignments based on responsibilities

Athlete Invitations​

Link athletes to their own user accounts:

  • Self-service access for older athletes
  • Direct communication with coaches and teammates
  • Personal schedule management and RSVP capabilities

Creating Invitations​

Guardian Invitations​

To invite a guardian to a family:

  1. Navigate to the family in your admin panel
  2. Click "Invite Guardian"
  3. Enter the guardian's:
    • Email address (required)
    • First and last name
    • Admin permissions (check if they should manage the family)
  4. Click "Send Invitation"

The guardian receives an email with a secure link to accept the invitation.

Staff Invitations​

To invite staff members:

  1. Go to Club Management → Staff
  2. Click "Invite New Staff Member"
  3. Enter their information and select their role
  4. Send the invitation

Managing Invitations​

Viewing Invitation Status​

All invitations have one of these statuses:

  • Pending - Sent but not yet accepted
  • Accepted - Successfully joined the club
  • Expired - Link expired after 7 days

Unsent Invitations​

You can create invitations without immediately sending them:

  1. Go to Club Management → Unsent Invitations
  2. Review the list of created but unsent invitations
  3. Select invitations to send in bulk
  4. Add a custom message if desired
  5. Send selected invitations

This is useful for:

  • Preparing invitations in advance
  • Reviewing before sending
  • Adding custom messages for specific groups

Resending Invitations​

If an invitation wasn't received or has expired:

  1. Find the user in your club members list
  2. Click "Resend Invitation" next to their name
  3. A new invitation email is sent with a fresh link

For expired invitations, you can also delete the old invitation and create a new one.

Deleting Invitations​

Remove unwanted or incorrect invitations:

  1. Find the invitation in the relevant list
  2. Click "Delete"
  3. The invitation link becomes invalid immediately

Invitation Security​

Expiration and Security​

  • 7-day expiration - All invitation links expire automatically
  • Token-based links - Secure, unique URLs for each invitation
  • Email verification - Recipients must use the exact email address from the invitation
  • One-time use - Links become invalid after acceptance

Best Practices​

Before sending invitations:

  • Verify email addresses are correct and current
  • Confirm the recipient should have the assigned role/permissions
  • Double-check family associations for guardian invitations

Follow up on invitations:

  • Check acceptance status after 2-3 days
  • Contact recipients if invitations aren't received (check spam folders)
  • Delete and recreate invitations with incorrect information

Troubleshooting​

Invitation Not Received​

Most common causes:

  • Email in spam folder - Have recipients check spam/junk mail
  • Incorrect email address - Verify spelling and format
  • Email delivery issues - Try alternative communication to confirm email address

Solution: Delete the old invitation and create a new one with verified information.

Invitation Won't Accept​

Common issues:

  • Link expired - Create a new invitation
  • Wrong email address - User must log in with the exact email from the invitation
  • Already accepted - Check if the user is already in the system

Permission Issues After Acceptance​

If a user can't access what they should:

  • Verify their role assignment matches their needs
  • Check team associations for coaches
  • Confirm family associations for guardians
  • Review club permissions for staff members

Managing Family Access​

Guardian Permissions​

When inviting guardians, you can set:

  • Standard access - View athlete info, RSVP, participate in communications
  • Admin access - Also manage family settings, invite other guardians, modify athlete information

Admin guardians can:

  • Invite additional guardians to the family
  • Update family and athlete information
  • Manage family settings and preferences

Choose admin access carefully - only give to guardians who need family management capabilities.

The invitation system keeps your club secure while making it easy for families and staff to join your digital community.