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Note

To be able to invite someone to your group, you first need to have properly set the invitation workflow.

You can find the guide right here: How to set up the invitation workflow for your group

If your invitation workflow is already set up, you can continue here.



Step 1:

Find your group and click the "Members" button in the basic setting.




Step 2:

In the Members configuration of the group, you can click on the green "Invite" button and it will roll out two options:

  • Invite one specific member by her/his email → click the "Invite member..." button and continue to Step 2.1
  • Invite multiple members by their emails → click on the "Invite multiple members..." option and continue to Step 2.2





Step 2.1:

To invite a specific person to your group, you need to fill some information:

  • Name of the person - will be used in the content of the invitation message
  • Email of the person - email to which the invitation will be send
  • Language of the email - the supported language of the invitation (normally we have only one in English)

Click on the green button "Invite" to send the invitation to that person.





Step 2.2:

To invite multiple persons to your group, you need to fill some information:

  • Email and Name of each person in specific format per line of the proper text are → "email;name"
  • Language of the email - the supported language of the invitation (normally we have only one in English)

Click on the green button "Invite" to send the invitation each person in the list you inserted (one email per line).


Note: After clicking on the "Invite" button to confirm sending of all emails, you will get also a report which you can download and check status of all sendings.

If the status next to the email is "OK", the email was sent without a problem. If there is something else, please check the email address and try to send it again separately using Step 2.1



 

Step 3:

Wait for users to respond to the invitation email.

User will get the email regarding the set up of the invitation flow. You can see an example here.

Important: The invitation link has limited lifetime. If the invited person choose to not use it or use it too late, you will not get that information. You need to check by yourself in the Group if the person is already a member or not yet. You can always resend the link again.




Step 4:

Set up the application form so user's can register to your group by using the invitation link.

Let's find your group and get to the Advanced setting of it again. Now you will find the "Application form" settings there. Click on it.




Step 5:

In the "Application form" settings you have two choices:

  1. Copy the existing application form settings from any existing properly set Group you are already admin of → click on the grey button "Copy from Organization/Group..." and go to Step 5.1
  2. Create a new application form settings by yourself → click on the green button "Add..." and go to Step 5.2






Step 5.1:

Copy the existing application form settings from any existing properly set Group.

You need to find the existing application form first:

  • Choose a proper "Source organization"
  • Choose a proper "Source group"
  • Click on the green "Submit" button to create a copy for your Group





Step 5.2:

Create a new application form settings by yourself.

We need to add all items to the application form one by one. For our example we will need to add 7 different items:

  • Header
  • Input text field for the given name
  • Input text field for the surname
  • Input text field for the mail
  • Custom HTML text - the separator (line)
  • Custom HTML text - already member message when user try to register twice
  • Submit button

As this is very complex, we strongly recommend to copy any existing form.

It is not the intention of this guide to teach you how to create new application forms with all details.


Important: All items have to be added and then configured properly. Also every application form need to have a "Submit" button, otherwise it can't be used by a user.




Step 6:

Configure the application form.

There are some settings you can define to set up behaviour of the invitation process. One of the most important is the "Approval style".

You can support two forms:

  • Initial form (for invitation purpose)
  • Extension form (for re-registering purpose if your group membership is for specific time only - for example 1 year)

For both types of form you can set up two different Approval styles:

  • Manual (you need to approve every registration manually)
  • Automatic (all registration to the group using the invitation link will be approved by automatic)


Note: In the GEANT we do expect, that the invitation link was send only to the particular user we have invited. For that reason, the Approval style is set to Automatic.



Step 7:

Invite someone to your group:

  • Open the settings of your group
  • Click on the "Members" button
  • Click on the "Invite" button
  • Send your invitations to one or more members


Note: You can find more information regarding the invitation process in the guide here:  


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