Inviting people

Any member of an organization, admin or not, can invite someone by email. The invitation is a sign-up link that expires 24 hours after it is sent, and the person always joins as a member. An admin can change their role once they have joined.

Sending an invitation

1. Open Manage → Members.
2. In the Invite a teammate card, enter the person’s address in Email address.
3. Select Create invite.

The banner confirms “Invitation sent to email.” and the address appears in the All members table with an invite pending badge.

The person receives an email with the subject “You have been invited to Scout Trails”. It contains:

• a link to open to set a password and finish setting up the account,
• a note that the link is only valid for a short time, and that they should ask whoever invited them for a new one if it has expired,
• a note that nothing happens if they ignore the message.

The link opens the Accept invitation page. What the invitee does there is covered in Your account.

If the email could not be sent

If the email fails to send, the invitation still exists. The page shows a red banner, “The invitation was created but could not be emailed to email. Send them this link instead.”, and an Invite for email card with the link and the note “Joins as member · expires in 24 hours”.

Send that link to the person yourself, over a channel you trust. Treat it like a password: anyone who opens it can join as that person. The card appears only once; reloading the page removes it. If you lose the link, invite the address again to get a new one.

How an invitation is accepted

The invitation is bound to the address it was sent to. A different existing account cannot accept it. Until the invitee has set a password, though, anyone holding the link can create the account, so treat the link like a password.

• The address has no account yet. The invitee sees their address (read-only), chooses a password of at least 12 characters, and selects Accept invitation. This creates their account, adds them to the organization as a member, and signs them in.
• The address already has an account, for example because they belong to another organization. The page says “You already have an account for email. Sign in to accept this invitation.” and shows Sign in to accept. After signing in they return to the invitation and select Accept invitation. They land on the dashboard in the organization that invited them.
• The address is already a member of the organization. Accepting changes nothing; they keep their current role.

Pending invitations

A pending invitation shows in the All members table with an invite pending badge until one of these happens:

• The person accepts it. Their row changes to an ordinary member row with the role member.
• It expires, 24 hours after it was sent. It then disappears from the table.
• Someone withdraws it.

Resending an invitation

There is no separate resend button. To resend, invite the same address again from Invite a teammate. The person receives a new email with a fresh link that is valid for another 24 hours. Earlier links keep working until they expire. Use this when an invitation has expired, or when the person cannot find the original email.

Withdrawing an invitation

Any member can withdraw a pending invitation.

1. Open Manage → Members.
2. On the row with the invite pending badge, select Withdraw.

The banner confirms “The invitation to email was withdrawn.” The link in the email stops working immediately: opening it shows “This invitation has been withdrawn. Ask whoever invited you for a new one.” Withdrawing does not notify the person.

To invite the same address again later, use Invite a teammate as usual.

Messages you can see

Related pages

• Members and roles
• Your account