What are Invitations?
Invitations are a great way to allow people to join your platform with little to no action from the Admin side. With invitations, you can easily invite people to join your platform by sending them a link or an email. This link will allow them to sign up and create an account on your platform without any additional steps from your side.
How do I create an Invitation?
To create an Invitation, you need to first navigate to Admin > Settings > Invitations
Here you will see the list of current Invitations. You can see the names of each Invitation, if it's active, the expiration date, how many times it has been used, the date it was created, and who created it. You can also search and filter for specific Invitations. Currently, you can only filter for active and inactive Invitations. Clicking Create Invite will bring you to this page:
Here, you can see that you can set a name for the link, the maximum amount of users who can sign up with that link, how long the link is active, and the user role that will be assigned to the person upon creation. There is a drop-down for Advanced settings, which will contain the following:
Here you can set the Invite so an Admin must approve it or not. Toggling this will create a task for Admins to approve them to join the platform. You can also see there is an area for Custom Fields, here you will see any Custom Fields you have created for your platform. The Custom Fields are completely optional, and will not affect the performance of the Invitation or user creation process.
For Deadlines/the expiry period, the link will become inactive after the link has been used X amount of times as dictated by the Max Number Of Users field, or after the period has passed that was set in the Expires After field.
Custom Fields can be used to automatically add Members to Groups upon self-signup creation. If a field you have created is connected correctly to a Group, Members will be able to auto-join Groups.
For example, let's say you have a Group named Tier 2, you can also create a Custom Role for Job Type (or something else that is suitable to your needs) and then connect it to that Group while creating it. That way you can let the Members add their job role so they will be added to the Group upon creation.
You can read more about Rule Based Assignments here: https://help.eloomi.io/en/articles/7169454-how-to-use-groups-on-eloomi-infinite
How do I approve sign-ups as an Admin?
Once you create an Invitation, and toggle the option that Requires Admin Activation, you will see the pending Approvals in the platform once they create their account. First, navigate to Admin > Organization
Pending requests will appear as so in the Admin space. Clicking Review Now will bring up this menu:
Here you can see the name of the person, their email, their role, when the approval was requested, and the action drop-down menu. The menu will only have 2 options, Approve or Reject. You can also sort in this page for Requestor, Role, and Submitted On, as well as Search for specific people.
Clicking the drop-down will show you these options above. When you approve or reject the person, they will move from the Pending tab to the Reviewed tab. The Reviewed tab will show all of the users who have been either approved or rejected.
In case of any questions or concerns, please feel free to reach out to the eloomi support team via the eloomi Support Hub.