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Inviting Members to Your Community

New Feature

The invitation system allows community owners and editors to proactively grow their Communities of Practice by inviting both existing platform users and new users via email. This comprehensive guide covers all aspects of the invitation functionality.

Who Can Send Invitations?

The ability to invite new members depends on your role and the community type:

PUBLIC & PRIVATE Communities

Standard invitation permissions

  • • Community Owner - Full invitation access
  • • Community Editor - Can send invitations
  • • Super Admin - Platform-wide access
  • • Content Moderator - Can assist with invites

SECRET Communities

Restricted invitation permissions

  • • Community Owner - Full invitation access
  • • Super Admin - Platform-wide access
  • • Content Moderator - Can assist with invites
  • • Editors cannot invite to SECRET communities

Accessing the Invite Feature

To access the invitation functionality:

Step-by-Step Access

  1. 1. Navigate to Your Community - Go to your community page from the Communities menu
  2. 2. Click the "Invite" Tab - Look for the person-with-plus icon (👤+) in the tab bar
  3. 3. Verify Your Permissions - If you see the invite form, you have permission to invite
  4. 4. If Tab Not Visible - Contact the community owner for elevated permissions

Tip: You can also access the invite page directly via URL: /communities/[community-id]?tab=invite

Single Invite Mode

Use single invite mode to send personalized invitations one at a time:

Sending a Single Invitation

  1. 1. Select "Single Invite" Mode - Click the "Single Invite" button if not already selected
  2. 2. Enter Email Address - Type the recipient's email or search for existing users
    • • The autocomplete will suggest existing platform users
    • • Click a suggestion to auto-fill email and name
    • • Or type any email address to invite new users
  3. 3. Add Recipient Name (Optional) - Helps personalize the invitation email
  4. 4. Write Custom Message (Optional) - Add context about why they should join
  5. 5. Click "Send" Button - Sends the invitation immediately

User Search Autocomplete

The email field includes intelligent user search to help you find existing platform members:

Search by Name

Type at least 2 characters of someone's name to see matching users from the platform.

Search by Email

Start typing an email address to find users with matching email addresses.

Auto-Fill Details

Clicking a suggestion auto-fills the email and recipient name fields for you.

Bulk Invite Mode

Send multiple invitations at once using bulk invite mode - perfect for onboarding teams or event participants:

Sending Bulk Invitations

  1. 1. Click "Bulk Invite" Button - Switch to bulk mode
  2. 2. Enter Multiple Emails - Use one of these formats:
  3. 3. Review Email Count - The system displays how many valid emails were detected
  4. 4. Add Custom Message (Optional) - Applied to all invitations
  5. 5. Click "Send X Invitations" - Sends all invitations
  6. 6. Review Results - See success and failure counts

Limit: Maximum 100 emails per bulk invite operation to ensure reliability.

How Invitations Work

The invitation process differs slightly based on the community type and whether the invitee is an existing user:

Existing Platform Users

Users already registered on Integrate Pasifika

  1. 1. Email notification sent with direct join link
  2. 2. In-platform notification appears in their dashboard
  3. 3. User clicks link and is automatically added
  4. 4. Welcome notification confirms membership

New Users (Not Registered)

Users new to the Integrate Pasifika platform

  1. 1. Email sent with invitation and signup instructions
  2. 2. User creates account on the platform
  3. 3. After approval, they can use the invitation link
  4. 4. Link auto-joins them to the community

SECRET vs PUBLIC/PRIVATE Communities

SECRETCommunities

  • • Email invitations sent automatically
  • • Professional Pacific-themed email templates
  • • Secure token-based links
  • • Only invited users can discover the community
  • • Stricter permission requirements

PUBLIC/PRIVATECommunities

  • • Invitation links generated for sharing
  • • Email notifications sent to recipients
  • • Quick share link available for easy sharing
  • • Community visible in directory
  • • Standard permission requirements

Quick Share Link

For PUBLIC and PRIVATE communities, a quick share link is available that lets you easily share your community:

Using Quick Share

  1. 1. Find the Quick Share Section - Located at the top of the invite form
  2. 2. Click "Copy Join Link" - Copies the link to your clipboard
  3. 3. Share Via Your Preferred Method - Email, Slack, Teams, WhatsApp, etc.
  4. 4. Recipients Can Join - PUBLIC: instant join, PRIVATE: request sent

Note: Quick share is not available for SECRET communities to maintain confidentiality.

Managing Pending Invitations

Track and manage invitations that haven't been accepted yet:

Viewing Pending Invitations

  1. 1. Click "View Pending" - Opens the pending invitations panel
  2. 2. Review Invitation Status - See who was invited and when
  3. 3. Check Expiration Dates - Invitations expire after 7 days
  4. 4. Copy Link (if available) - Re-share invitation links for non-SECRET communities

Invitation Statuses

Active

Invitation is valid and waiting for acceptance

Expired

Invitation has passed the 7-day expiration

Accepted

User has joined using this invitation

Invitation Emails

Invitations are sent via professionally designed email templates:

What Recipients Receive

  • Community Information - Name, description, and type of community
  • Inviter Details - Your name and email for questions
  • Custom Message - Any personal message you included
  • Clear Call-to-Action - Button to accept the invitation
  • Instructions - Steps for existing vs new users
  • Expiration Notice - When the invitation expires

Pacific Touch: All invitation emails use Pacific-themed templates that reflect the platform's cultural identity.

Common Issues & Troubleshooting

"User is already a member"

The person you're trying to invite is already a member of this community. Check the Members tab to verify their membership status.

"Active invitation already exists"

A pending invitation was already sent to this email address. Check Pending Invitations to resend or copy the existing link.

"User account not approved"

The user exists but their account hasn't been approved yet. They need to complete the approval process before accepting invitations.

"Invitation Access Restricted"

You don't have permission to invite members. Contact the community owner to request Editor or Owner access.

Best Practices

Tips for Effective Invitations

  • • Personalize messages - Explain why you're inviting them specifically
  • • Provide context - Describe what the community is about and what they'll gain
  • • Follow up - Send a reminder if they haven't responded within a few days
  • • Use bulk invite wisely - For conferences, workshops, or team onboarding
  • • Check existing members first - Avoid sending duplicate invitations
  • • Welcome new members - Reach out personally after they join
  • • Track your invitations - Use pending invitations to manage outreach

Security & Privacy

The invitation system includes several security measures:

  • Token-Based Links - Each invitation has a unique, secure token
  • 7-Day Expiration - Invitations automatically expire for security
  • Email Verification - Invitations can only be accepted by the intended recipient
  • One-Time Use - Links become invalid after being used
  • Audit Logging - All invitation activities are logged for security

Getting Help

If you need assistance with the invitation system, contact our support team at [email protected]. We can help with technical issues, permission questions, or provide guidance on community growth strategies.