Administration

Inviting and Re-engaging Users

Send invitations, schedule them for later, clear pending sends, and bring inactive users back with re-engagement emails.

An invitation is the email that lets a new user set a password and sign in for the first time. It is the usual way to onboard someone, but it is not the only way into the platform: depending on how your account is configured, people can also sign in with Passwordless Login, which emails them a one-time code, or through single sign-on if their organization has it set up. Neither of those requires an invitation to have been sent or accepted.

That distinction matters when you manage invitations in bulk — someone who is already signing in does not need inviting, and the platform tracks that separately so you do not email them by mistake.

This guide covers sending invitations to one user or to a whole filtered list, scheduling sends for a future date, cancelling a send before it goes out, and using re-engagement emails to bring back staff who have stopped signing in.

All of these actions live on Manage Users and require the System Administrator role.

Reading the Invitation Status column

The user list has an Invitation Status column that tells you where each person is. Every invite action keys off this value, so it is worth knowing what each one means:

Not Sent — no invitation has ever been sent, and none is scheduled.
Scheduled — an invitation is queued to send on a future date. Nothing has been emailed yet.
Sent — the invitation email has gone out, but the person has not accepted it.
Accepted — they used the invitation link and set up their account.
Signed In — they have signed in at least once, by some route other than accepting an invitation. This is how people who arrive through Passwordless Login or single sign-on appear, since they never use an invitation link and never set a password.

Accepted and Signed In both mean the person has access and does not need an invitation. Every invite action treats them the same way and skips them.

A neighboring Reengage Status column shows the same idea for re-engagement emails. Both columns are sortable.

Also note the Show Archived Users toggle above the list. It controls which users bulk actions can reach — see “How bulk actions choose their users” below.

Inviting a single user

Find the user in the list
Click the menu icon (three dots) at the end of their row
Select Invite User
Optionally set Send When? to schedule the invitation for a future date and time
Click Yes, Invite User

Leave the date empty to send the invitation immediately.

If that user already has an invitation scheduled, the window tells you the pending date and prefills the field with it. Saving a new date replaces the existing schedule; clearing the date sends the invitation right now.

Cancelling a single invitation

Select Clear Invite from the same row menu, or from the user’s detail page. This works both for an invitation that has already been sent and for one that is only scheduled.

Clearing an invitation that was already sent invalidates the link. Anyone who clicks it afterwards lands on a login screen instead.

How bulk actions choose their users

This is the most important thing to understand before using any bulk action.

Bulk actions do not operate on rows you tick in the list. They operate on every user matching the filters currently applied to Manage Users. If you want to invite one school, filter to that school first, then open the Bulk menu.

Each bulk window restates the filter you have applied so you can confirm the target before submitting.

Archived users are only included when Show Archived Users is turned on. Suspended and archived users are never emailed either way — they are counted and shown as “Not eligible” so the numbers reconcile with the record count you see on screen.

Bulk actions run in the background. A progress window appears while the emails are queued and closes when the run finishes.

Bulk invitations

Filter the user list to the group you want to invite
Open the Bulk menu
Select Invite Users
Under Who should be invited?, tick the groups you want to include
Optionally set Send When? to schedule the send
Click Send Invitations

The window breaks the list into groups and gives you a count for each, so you always know exactly how many emails will be sent and who is being skipped:

Not yet invited — no invitation has been sent and none is scheduled. Ticked by default.
Re-send to users already invited — they get the same invitation link again. Off by default.
Replace a scheduled invitation — they already have one waiting to send. Off by default. Setting a date moves their scheduled send; leaving the date empty sends now instead.
Not eligible — a read-only count with the reason for each: already accepted, already have a password, have already signed in, or suspended or archived.

Important: Re-send only works when you are sending immediately. If you set a date in Send When?, that group is skipped even when ticked, because the person’s status would still read “Sent” while a second invitation sat waiting invisibly behind it.

If nobody in the current list can be invited, the window says so and lists why, and there is no send button.

Clearing invitations in bulk

Use this to withdraw invitations you no longer want delivered — after a staffing change, or when a batch went out with the wrong timing.

Filter the list
Open the Bulk menu and select Clear Invitations
Under Which invitations should be cleared?, choose the groups to clear
Click Clear Invitations

There are two groups, both ticked by default:

Already sent — their invitation link stops working immediately and takes them to a login screen instead.
Scheduled, not yet sent — the invitation emails will no longer be sent.

Users who have already accepted their invitation are never included, whatever you select.

Untick both groups and nothing is cleared. The action will not fall back to clearing everything.

Re-engagement emails

A re-engagement email is a prompt to staff who have an account but have drifted away from the platform — useful at the start of a term, or before a required course deadline.

Filter the user list to the group you want to reach
Open the Bulk menu and select Re-engage Users
Review the Who gets what? breakdown
Optionally set Send When? to schedule the send
Click Send Emails

Who gets what

Not everyone in the list receives the same email, so the window splits the group before you send:

Welcome-back email — they have signed in before, so they get the re-engagement email.
Invitation instead — they have never signed in, so they get an invitation to join rather than a welcome-back email.
Not eligible — suspended and archived users are never emailed.

Important: read the Invitation instead count before sending. On a typical list this group is larger than administrators expect, because it includes everyone who was created but never onboarded. If any of them already had an invitation scheduled, the window warns you with a count — sending now delivers that invitation early and clears the schedule you had set.

If some users already have a re-engagement email scheduled, a separate checkbox lets you also include them. It is off by default, so a second run does not disturb sends you have already lined up. Setting a date moves their scheduled email; leaving the date empty sends now instead.

Cancelling scheduled re-engagement emails

Open the Bulk menu and select Clear Re-engagements
Confirm the count
Click Clear Re-engagement Emails

Only scheduled emails can be cleared. A re-engagement email that has already been sent cannot be recalled, and clearing does not erase the record that it was sent.

Scheduling notes

The Send When? field behaves the same way everywhere it appears:

Leave the date and time empty to send immediately
Set a date and time to queue the send for later
The window shows which time zone the schedule is interpreted in

Scheduled sends are processed automatically in the background. A user with a pending send shows Scheduled in the Invitation Status column until it goes out.

Invitation settings appear on the New User form, where you can send or schedule an invitation as part of creating the account. They are not on the Edit User form — editing a user never disturbs an invitation that is already scheduled. Use the row menu actions instead: Invite User to send or reschedule, Clear Invite to stop a pending send.

Common tasks

Onboarding a new school mid-year — import or create the users, filter to that school, then Bulk → Invite Users with “Not yet invited” ticked.
Timing invitations to a training day — filter to the group and set Send When? to the morning of the session, so the link is fresh when they need it.
A batch went out too early — Bulk → Clear Invitations with both groups ticked, then re-invite with the correct date.
Chasing people who never responded — filter the list, then Bulk → Invite Users and tick “Re-send to users already invited”, leaving the date empty.
Start-of-term nudge — Bulk → Re-engage Users, and check the “Invitation instead” count first so you know how many people are being onboarded rather than reminded.
Someone left the district — Clear Invite from their row menu invalidates an outstanding link immediately, before you suspend or archive the account.