Managing Invitations

Managing Invitations

Keep track of pending invitations and take action when needed.

Viewing Pending Invitations

1. Click Users in the main navigation
2. Click the Invited tab
3. View all pending invitations

Invitation Information

For each pending invitation, you'll see:

Invitation Statuses

Resending Invitations

If a user hasn't accepted their invitation:

1. Go to Users > Invited
2. Find the user's invitation
3. Click Resend
4. Confirm the action

The user receives a new email with a fresh signup link.

Best practices for resending:

• Wait at least 24 hours before the first resend
• Check if the email was delivered (ask the user)
• Verify the email address is correct
• Consider calling/messaging the user directly

Cancelling Invitations

To withdraw an invitation:

1. Go to Users > Invited
2. Find the invitation
3. Click Cancel or the trash icon
4. Confirm the cancellation

What happens when you cancel:

• The invitation link becomes invalid
• The email doesn't disappear, but clicking the link shows an error
• The seat is freed up for other invitations
• No notification is sent to the invited user

Editing Pending Invitations

To change details before a user accepts:

1. Cancel the existing invitation
2. Create a new invitation with correct details

You cannot directly edit a pending invitation's role or other details.

Bulk Actions

For managing multiple invitations:

1. Go to Users > Invited
2. Select invitations using checkboxes
3. Choose an action:
   • Resend All - Resend selected invitations
   • Cancel All - Cancel selected invitations

Invitation Expiration

Invitations expire after 7 days by default:

• Expired invitations remain visible in the list
• They're marked with an Expired status
• The signup link no longer works
• You can resend to generate a new valid link

Monitoring Invitation Health

Signs of Problems

• Many invitations stuck in "Pending" for days
• High rate of expired invitations
• Users reporting they never received emails

Troubleshooting Steps

1. Check spam filters - Have users check spam/junk folders
2. Verify email domain - Ensure your email domain isn't blocked
3. Test with yourself - Invite a test email to verify delivery
4. Contact IT - Work with IT to whitelist SenseiiWyze emails

Invitation Reports

Track invitation metrics:

1. Go to Analytics > User Metrics
2. View invitation statistics:
   • Total invitations sent
   • Acceptance rate
   • Average time to accept
   • Expired invitation count

Best Practices

1. Follow up quickly - Contact users who haven't accepted within 3 days
2. Set expectations - Tell users to expect an invitation email
3. Provide context - Let users know what SenseiiWyze is before inviting
4. Clean up regularly - Cancel stale invitations to keep your list tidy

Seat Implications

Remember that pending invitations use seats:

• Each pending invitation = 1 seat used
• Cancelling an invitation frees the seat
• Expired invitations still hold seats until cancelled
• Monitor your seat usage to avoid surprises

Need Help?

• Inviting Users - How to send new invitations
• User Roles - Understanding role assignments
• Troubleshooting - Common email delivery issues