Inviting Members

Learn how to invite new members to join your club on The Club Schedule.

Before You Begin

• You must be a club officer
• Your club must have an active subscription
• Have the email addresses of the people you want to invite ready

Understanding Member Invitations

When you invite someone to join your club:

1. They receive an email invitation with a secure link
2. They click the link to create their account
3. They set up their profile and contact preferences
4. They automatically join your club
5. You can then assign them roles and include them in schedules

How to Invite a New Member

Step 1: Access the Invitation Tool

1. Log in as a club officer
2. Click Manage Members from your dashboard
3. Click the Invite New Member button at the top

[Screenshot: Manage Members page showing Invite New Member button]

Or navigate to Members > Invite Member in the menu.

Step 2: Enter Member Information

Fill out the invitation form:

Required fields:

• Email Address – The person’s email (must be unique, not already in your club)
• First Name – Their first name
• Last Name – Their last name

Optional fields:

• Custom welcome message – Add a personal note to the invitation email

[Screenshot: Member invitation form with fields highlighted]

Step 3: Send the Invitation

1. Review the information
2. Click Send Invitation
3. You’ll see a confirmation: “Invitation sent to [email]”

The person will receive an email immediately with instructions to join.

[Screenshot: Confirmation message after sending invitation]

What the Invitee Receives

The invitation email includes:

• Welcome message from your club
• Link to create their account (expires in 14 days)
• Your custom message (if you added one)
• Instructions for setting up their profile

[Screenshot: Sample invitation email]

Managing Pending Invitations

Viewing Pending Invitations

To see who has been invited but hasn’t joined yet:

1. Go to Manage Members
2. Look for the “Pending Invitations” section
3. You’ll see:
   • Email address
   • Date invited
   • Days remaining until expiration
   • Option to resend or cancel

[Screenshot: Pending Invitations section showing invitation list]

Resending an Invitation

If someone didn’t receive the invitation or it expired:

1. Find the invitation in the Pending Invitations list
2. Click Resend Invitation
3. A fresh invitation email is sent with a new 14-day expiration

Canceling an Invitation

To cancel an invitation before it’s accepted:

1. Find the invitation in the Pending Invitations list
2. Click Cancel Invitation
3. Confirm the cancellation
4. The invitation link becomes invalid

After They Accept

When someone accepts your invitation:

1. They’ll appear in your Members list as an active member
2. The pending invitation is removed
3. You can now:
   • Edit their member profile
   • Set role preferences and opt-outs
   • Include them in schedule assignments
   • Assign them officer roles (if appropriate)

Setting Up New Members After They Join

1. Review Their Profile

• Go to Manage Members
• Click on the new member’s name
• Verify their information is complete

2. Configure Role Preferences

• Set role opt-outs if they’re not comfortable with certain roles
• Check “Eligible for all roles” if they can skip prerequisites
• Adjust any special preferences

3. Add to Next Schedule

• New members are automatically included in future schedule generation
• If you have a current published schedule, you can manually assign them to open roles

4. Welcome Them

Consider sending a welcome email:

• Use Email Members to send a personalized welcome
• Introduce them to the club’s schedule system
• Explain how to respond to assignments
• Share any club-specific guidelines

Troubleshooting

The invitee says they didn’t receive the email

1. Check spam/junk folders
2. Verify you entered the correct email address
3. Resend the invitation
4. Try a different email address if the problem continues

I can’t send an invitation

• Confirm you’re logged in as an officer
• Check that your subscription is active
• Verify the email isn’t already associated with a member in your club
• Ensure all required fields are filled out

The invitation expired

• Click Resend Invitation to send a fresh link
• Invitations expire after 14 days for security

The person already has an account

If they’ve already used The Club Schedule with another club:

• They can use the same email and account
• Send the invitation normally
• When they accept, they’ll be added to your club too
• They can switch between clubs using the club selector

I sent an invitation to the wrong email

1. Cancel the pending invitation
2. Send a new invitation to the correct email
3. Contact the person at the wrong email (if needed) to ignore it

Best Practices

Timing

• Send invitations when you’re ready to include members in schedules
• Allow at least a week for people to accept before creating schedules
• Follow up with people who haven’t accepted after a few days

Communication

• Add a custom welcome message to make invitations more personal
• Email or text the person to let them know an invitation is coming
• Provide context about what The Club Schedule is and how your club uses it
• Be available to answer questions about the platform

Onboarding

• Have a welcome process for new members
• Explain how schedules work and how to respond to assignments
• Show them how to mark absences
• Introduce them to the dashboard features

Organization

• Keep track of who you’ve invited in a separate list
• Follow up on pending invitations before they expire
• Remove cancelled invitations that are no longer needed
• Regularly review your member list to ensure it’s current

Related Articles

• Managing Members
• Setting Up Role Opt-Outs
• Officer Roles and Permissions
• Creating and Publishing Schedules