Configuring and managing your community
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      1. Knowledge Base
      2. Configuring and managing your community

      Creating invitations

      Quality invitations are key to engaging your potential community members. Understand how to build and create links that can be used for membership registration.

       

      Overview


      The Invites page offers you an easy way to create invitations that will be easy to send to as many people as you’d like. Once you’ve approved one or more application forms, this is the next logical step. It will bring invitees back to the platform and onto their registration form. 

      Keep in mind that each invitation must match the conditions of the submitted application. There’s little flexibility in terms of stylisation and settings. However, it’s crucial to fill the required data correctly, and assign the appropriate permissions to the newly accepted company member.  

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      On the main screen, you can see a list of all invites, accompanied by relevant information which will help you understand and manage them more efficiently.

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      Column

      Purpose

      Name

      This column contains a system message, stating that you can copy the invite with a single click, and send it to anyone you’d like. 

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      Link

      This is the unique link of the invite. Invitees will have it as part of the emails they receive, and need to open it to accept the invitation.

      Program

      These are the mentor or programs the link gives access to. 

      Level

      This column reveals the role the invitee will assume once they click on the link to join your company (e.g. employee, mentor).

      Organisation

      This is the name of the organisation(s) the invitee will be assigned to. If none are specified, an alternative “create” permission can be given.

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      Status

      Here, you’ll find the status of the invitation. If it has been accepted, it will mention the date and user who last used it. 

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      Expires

      The date and time the invite link expires. 

      Created

      The date and time the invite link was created.

      Two buttons on the right side of the columns allow you to apply certain actions: 

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      Button

      Function

      Copy to clipboard

      Copies the invite link.

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      Remove invite

      Deletes the invite and its link.

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      1. Additional Features


      Some extra features and helpful options on the main page include the Search by keywords bar, the ability to Filter your invites, and the option to Clear filters when you’re finished. These can make your experience smoother, as you won’t be losing time searching for specific invites. 

      • Sort your invites based on whether they’re used or unused. Simply click on the category you want to see and the list of invites will shift accordingly.

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      • Take advantage of the search bar to find the exact invite you’re looking for.

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      • Filter your invites by the different mentor programs they give access to, the organisations they assign invitees in, or the user roles they enforce.

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      • Clear the filters when you’re ready.

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      1.2 Creating an Invite


      It’s recommended to create and send new invites for employees whose application forms have been accepted. To get started, click on the Create Invites button.

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      You’ll be taken to a separate module for the creation of an invite:

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      Take notice of the following required and optional fields. Be careful when providing data, as one simple mistake could lead to serious organisational problems.

      Field

      Function

      First Name

      The first name of the invitee.

      Last Name

      The last name of the invitee.

      Email

      The email address of the invitee. Make sure you don’t make any typos as this will be your main communication channel. 

      Mentoring Track

      Upon accepting the invitation, the employee could be given instant access to a certain mentor or program. 

      Options are found inside a dropdown menu and include all mentoring tracks or none at all:

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      Role

      Upon accepting the invitation, it’s recommended to make the employee assume a certain role. 

      Options are found inside a dropdown menu:

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      Organisation

      You can optionally assign the invitees to an organisation.

      Options are found inside a dropdown menu:

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      If you prefer to make the user part of an entirely new organisation, use the Add organisation button at the top-right corner of the page:

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      The only required field is the organisation’s name. The new entry will appear in the dropdown as soon as you click Add.

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      1.3 Sending an Invite


      Once you’ve finished setting everything up for the users you want to send invites to, click on the Save Invites button:

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      A pop-up window will appear for confirmation:

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      Go through each section carefully. Read all the details to confirm whether you need to add, remove or correct anything. Also pay attention to the email template used for the invitation.
      This is what invitees will see upon opening their mail box.

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      When done, click the Continue button. One or more emails will be sent depending on how many invites you’ve created.

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      You’ll be taken to a confirmation page, displaying which users have been invited and the kind of access and permissions they have acquired. 

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      To create and send additional invites, click the Invite more users button:

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