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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)
    • Family Administrator (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 the Users page
  2. Click "Invite User"
  3. Enter their information and select their role
  4. Send the invitation

Managing Invitations​

Viewing Invitation Status​

Go to the Users page and open the Invites tab to see every invitation the club has out. Each one is filed under one of these statuses:

  • Not sent - Created but never emailed
  • Waiting - Sent, not answered yet
  • Stale - Sent, and the link has expired
  • Accepted - Accepted since the current season began

Unsent Invitations​

You can create invitations without immediately sending them. They show up under the Not sent filter on the Invites tab:

  1. Go to the Users page and open the Invites tab
  2. Click the Not sent filter to see invitations created but not yet emailed
  3. Select invitations with the checkboxes to send them in bulk
  4. Add a custom message if desired
  5. Click "Send Selected"

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 gone stale:

  1. Go to the Users page and open the Invites tab
  2. Filter to Waiting or Stale to find it (or search by name/email)
  3. Click "Resend" next to the invitation - or select several and click "Resend Selected"
  4. A new invitation email is sent with a fresh, extended link

You can also resend from the Users tab: pending users show a "Resend invitation" icon next to their name.

Removing Invitations​

There's no separate "delete this invitation" action. To cancel access for someone who hasn't accepted yet, go to the Users page, open their user detail page, and choose "Remove from club." This invalidates their invitation. For a guardian invitation specifically, you can also open the family's detail page and click "Cancel" next to the pending invitation in the Guardians section.

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)
  • Remove 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: Remove 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.