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Inviting Users

Once you've created user profiles, you need to send invitations so they can access BigBoard. This guide covers the invitation process for both trail staff and office users.

The Invitation Process​

User invitations in BigBoard follow this workflow:

  1. Administrator sends invitation - You send an email invitation with setup instructions
  2. User receives invitation - They get an email with account activation link
  3. User completes setup - They set password and complete their profile
  4. Account is activated - User gains access to appropriate BigBoard features

Invitation Types​

Trail Staff Invitations​

Trail staff invitations include:

  • Link to activate their account
  • Instructions for mobile app download
  • Getting started guide for field use
  • Contact information for technical support

Office Staff Invitations​

Office staff invitations include:

  • Link to activate their account
  • Access to administrative interfaces
  • Training resources for system management
  • Overview of their specific role and permissions

Sending Invitations​

Coming soon! This section will include step-by-step instructions for:

  • Accessing the user invitation interface
  • Customizing invitation messages and content
  • Sending individual vs. bulk invitations
  • Tracking invitation status and responses
  • Resending invitations when needed

Invitation Management​

Tracking Invitation Status​

Monitor the status of sent invitations:

  • Pending - Invitation sent but not yet accepted
  • Accepted - User has activated their account
  • Expired - Invitation has passed its expiration date
  • Failed - Delivery issues or invalid email addresses

Managing Pending Invitations​

For invitations that haven't been accepted:

  • Send reminder emails
  • Verify email addresses are correct
  • Provide alternative contact methods
  • Offer technical support for setup issues

Customizing Invitations​

Organization Branding​

Customize invitations to match your organization:

  • Add your organization logo and colors
  • Include personalized welcome messages
  • Provide organization-specific contact information
  • Reference your program's unique culture and values

Role-Specific Content​

Tailor invitation content based on user type:

  • Different setup instructions for trail staff vs. office staff
  • Role-specific getting started resources
  • Relevant training materials and documentation
  • Appropriate contact information for questions

User Onboarding​

Welcome and Orientation​

Successful user onboarding includes:

  • Clear explanation of BigBoard's role in their work
  • Overview of features they'll use most frequently
  • Training resources and support documentation
  • Contact information for ongoing support

Training and Support​

Provide new users with:

  • Getting started tutorials for their specific role
  • Video walkthroughs of common tasks
  • Documentation and help resources
  • Live training sessions or one-on-one support
  • Peer mentorship with experienced users

Security and Access Control​

Invitation Security​

Protect your organization with secure invitation practices:

  • Invitations expire after a reasonable time period
  • Verify email addresses before sending invitations
  • Use secure authentication methods for account setup
  • Monitor and audit invitation activity

Access Verification​

Before sending invitations:

  • Confirm the user should have access to BigBoard
  • Verify their role and permission requirements
  • Ensure they've completed necessary onboarding processes
  • Document the authorization for audit purposes

Troubleshooting Invitations​

Common Issues​

Address these common invitation problems:

Invitation not received

  • Check spam/junk folders
  • Verify email address accuracy
  • Confirm email server isn't blocking invitations
  • Provide alternative delivery methods

Setup difficulties

  • Offer technical support contact information
  • Provide step-by-step setup instructions
  • Consider phone or video support for complex issues
  • Have backup authentication methods available

Permission problems

  • Verify user role and permission settings
  • Check that invitations match intended access levels
  • Ensure proper administrative approval process
  • Document any special access requirements

Best Practices​

Timing Invitations​

Send invitations strategically:

  • Coordinate with staff onboarding schedules
  • Allow adequate time for setup before system use is required
  • Send reminders at appropriate intervals
  • Plan for technical support availability during setup periods

Communication​

Maintain clear communication:

  • Set expectations for setup timeline
  • Provide clear instructions and support resources
  • Follow up to ensure successful activation
  • Gather feedback to improve the invitation process

Record Keeping​

Document invitation activity:

  • Track who sent invitations and when
  • Monitor acceptance rates and timing
  • Note any issues or support needs
  • Use data to improve onboarding processes

Next Steps​

After users accept their invitations and activate their accounts, you may need to adjust their roles and permissions. Continue to the User Roles and Permissions section to learn about managing access levels in BigBoard.