UnionPally Invitation System Guide

A Guide to Sending, Managing, and Responding to Invitations in Your Association

What Are Invitations?

Invitations are formal requests sent to UnionPally users to join different roles within your association. They are the bridge that connects registered UnionPally users to your association as members, administrators, or executive committee members. Think of invitations as digital "welcome letters" that give people official access to participate in your association.

Invitation System Features

UNDERSTANDING INVITATION TYPES

Link Member User Invites

Connecting association members to their UnionPally accounts:

• Most common invite type - Links existing members to the platform
• One-to-one connection - Each member gets linked to one user account
• Automatic during member creation - Sent when adding members with contact info
• Essential for full participation - Required for members to access digital features
• Self-service possible - Members can accept and link themselves

When This Happens:

• Adding a new member who has phone/email matching a UnionPally account
• Member gets invited to link their existing UnionPally account to association membership
• Once accepted, member can access meetings, payments, and association features

Add Admin User Invites

Promoting users to association administrators:

• Full management access - Complete control over association settings
• Only sent by existing admins - Current admins invite new ones
• No member record required - User becomes admin directly
• High-security action - Requires PIN confirmation
• Immediate access - Full admin powers upon acceptance

When This Happens:

• Need to add trusted individuals to help manage the association
• Sharing administrative responsibilities among leadership team
• Giving technology-savvy members full system access

Add Exco User Invites

Appointing users to executive committee positions:

• Specific leadership roles - Chairman, Secretary, Treasurer, etc.
• Requires member record - User must be linked to an association member
• Role-specific permissions - Different powers based on position
• Formal appointment - Official executive committee membership
• Can hold multiple roles - Same person can have different positions

When This Happens:

• Appointing members to official leadership positions
• After elections or selections for executive committee
• Organizing formal association governance structure

Available Exco Roles:

• Chairman - Overall leadership and decision making
• Vice Chairman - Deputy leadership and support
• Secretary - Record keeping and correspondence
• Vice Secretary - Assistant record keeping
• Treasurer - Financial management and oversight
• Financial Secretary - Levy collection and payment tracking
• Welfare Officer - Member support and community care
• Public Relations Officer - External communication and publicity
• Provost - Order, discipline, and rule enforcement
• Town Crier - Information sharing and announcements

SENDING INVITATIONS - Step by Step

What Information You Need

Required Information:

• Invitation Type - Link Member, Add Admin, or Add Exco
• User Contact Details - Phone number and/or email address
• Your PIN - Security verification for sending invites
• Association Context - System knows which association you're managing

Type-Specific Requirements:

For Link Member User Invites:

• Member ID - Which association member to link
• User Contact - Phone or email matching their UnionPally account

For Add Admin User Invites:

• User Contact - UnionPally phone or email of person to make admin
• Admin Authorization - Only current admins can invite new admins

For Add Exco User Invites:

• Member ID - Which member to promote to exco
• Exco Role - Specific position (Chairman, Secretary, etc.)
• User Contact - Phone or email matching their UnionPally account

Step-by-Step Process

Step 1: Access Invitation System

1. Log into your UnionPally account
2. Select your association (if you manage multiple)
3. Navigate to "Messages" section, then "Invites" section
4. Click "Send Invite"

Step 2: Choose Invitation Type

Select Invite Type:
○ Link Member User - Connect member to UnionPally account
○ Add Admin User - Make someone association administrator
○ Add Exco User - Appoint to executive committee position

Step 3: Fill in User Details

User Information (up to 20 people at once):
Phone: +234 801 234 5678 (with country code)
Email: user@example.com (optional but recommended)
Member ID: [Required for Link Member and Add Exco invites]
Exco Role: [Required for Add Exco invites only]

Step 4: Security Confirmation

Your PIN: Enter your security PIN
Review Details: Double-check all information
Send Invitations: Click "Send Invites"

What Happens After Sending

1. System Validation

   • Checks if user exists on UnionPally platform
   • Validates phone numbers and email addresses
   • Prevents duplicate invitations

2. Invitation Creation

   • Creates formal invitation record
   • Sets status to "Pending"
   • Links to appropriate association and member records

3. Notification Delivery

   • System sends notification to invited user
   • User sees invitation in their UnionPally dashboard
   • Email/SMS notifications (if available)

4. Tracking Activation

   • Invitation appears in your sent invites list
   • Status tracking begins (Pending → Response)
   • Waiting period starts for user response

MANAGING INVITATIONS

Invitation Status Flow

Created → Pending → [Accepted/Rejected] → Completed
              ↓
          Cancelled (by sender)

Understanding Invitation Status

Viewing Your Sent Invitations

Access Your Invitation Dashboard:

1. Go to "Invites" section in your association
2. View all invitations by type and status
3. Filter by pending, accepted, rejected, or cancelled
4. See detailed information for each invitation

Information Available:

• Invited User - Name and contact information
• Invitation Type - Link Member, Add Admin, Add Exco
• Date Sent - When invitation was created
• Status - Current response status
• Response Date - When user responded (if applicable)
• Comments - Any message from the user

Cancelling Invitations

Who Can Cancel: Exco members and Admins (the people who sent them)

Process:

1. Find the invitation in your dashboard
2. Click "Cancel Invitation"
3. Confirm the cancellation
4. Enter your PIN for security
5. Status changes to "Cancelled"

When to Cancel:

• Made a mistake - Wrong person invited
• Information changed - Role no longer available
• User not responding - After reasonable waiting period
• Found better candidate - Want to invite someone else

RESPONDING TO INVITATIONS - For Invited Users

Finding Your Invitations

Where Invitations Appear:

• Dashboard Notifications - First thing you see when logging in
• Invitations Section - Dedicated area for all your invites
• Association Context - Linked to specific association invites
• Mobile Notifications - Push notifications (if enabled)

Understanding Your Invitation

Information You'll See:

• Association Name - Which organization is inviting you
• Invitation Type - What role they're offering
• Your Role - Specific position or membership type
• Invited By - Who sent the invitation
• Date Sent - When the invitation was created
• Association Details - Basic information about the organization

Responding to Invitations

Accepting an Invitation

1. Read all invitation details carefully
2. Click "Accept Invitation"
3. Add optional comment (recommended)
4. Enter your PIN for confirmation
5. Status changes to "Accepted"
6. You gain access to association features

Rejecting an Invitation

1. Consider your decision carefully
2. Click "Reject Invitation"
3. Add comment explaining why (recommended)
4. Enter your PIN for confirmation
5. Status changes to "Rejected"
6. No access granted to association

What Happens After Accepting

For Link Member User Invites:

• Your UnionPally account gets linked to association membership
• You can access meetings, view levies, make payments
• Your member profile shows your UnionPally user information
• You get full member platform access

For Add Admin User Invites:

• You become association administrator immediately
• Full access to manage members, levies, meetings, settings
• Ability to invite other admins and manage association
• High-level system access and responsibilities

For Add Exco User Invites:

• You're appointed to specific executive committee position
• Role-specific permissions based on your position
• Official leadership status within association
• Ability to help manage association operations

BEST PRACTICES FOR INVITATION MANAGEMENT

1. Before Sending Invitations

• Verify contact information - Double-check phone numbers and emails
• Confirm UnionPally accounts - Ensure users are registered on platform
• Check existing access - Don't invite people who already have access
• Plan role assignments - Think about what permissions each person needs

2. Communication Excellence

• Personal contact first - Speak to people before sending formal invites
• Explain the role - Make sure they understand what they're accepting
• Set expectations - Clarify responsibilities and time commitments
• Be available for questions - Help them understand the system

3. Timing Considerations

• Don't rush responses - Give people reasonable time to decide
• Follow up appropriately - Check in after a week or two
• Cancel if necessary - Remove outdated invitations
• Plan for rejections - Have backup candidates ready

4. Security and Access Management

• Limit admin invites - Only invite trusted individuals as admins
• Match roles to needs - Don't over-privilege people
• Track invitation responses - Monitor who has access
• Regular access reviews - Periodically check who has what permissions

5. Record Keeping

• Document invitation reasons - Keep notes about why people were invited
• Track response patterns - Notice trends in acceptances/rejections
• Maintain invitation history - Keep records for association management
• Learn from rejections - Understand why people decline invitations

COMMON INVITATION SCENARIOS

New Market Association Setup

Invitation Strategy:
1. Link Member User Invites → Connect all existing traders to platform
2. Add Admin User Invites → Give 2-3 trusted leaders admin access
3. Add Exco User Invites → Appoint Chairman, Secretary, Treasurer

Timeline:
Week 1: Send member linking invitations
Week 2: Follow up and send admin invitations
Week 3: Appoint executive committee via exco invitations

Established Community Group

Invitation Strategy:
1. Link Member User Invites → Connect residents to digital platform
2. Add Admin User Invites → Technology-savvy residents as admins
3. Add Exco User Invites → Formal appointment of elected officials

Focus Areas:
- Gradual member onboarding
- Technical support for less tech-savvy members
- Clear role definitions and responsibilities

Professional Association

Invitation Strategy:
1. Add Admin User Invites → Board members as administrators
2. Add Exco User Invites → Formal officers (President, Secretary, etc.)
3. Link Member User Invites → Connect professional members

Special Considerations:
- Professional credentials verification
- Formal governance structure alignment
- Clear separation of roles and responsibilities

Student Organization

Invitation Strategy:
1. Link Member User Invites → Connect student members
2. Add Exco User Invites → Student government positions
3. Add Admin User Invites → Faculty advisor or senior students

Unique Aspects:
- High member turnover (graduation)
- Seasonal activity patterns
- Mixed student/faculty leadership

COMMON MISTAKES TO AVOID

Before Sending Invitations

Not Verifying User Existence

• Problem: Sending invites to people without UnionPally accounts
• Solution: Confirm people are registered before inviting

Wrong Contact Information

• Problem: Invitations don't reach intended recipients
• Solution: Double-check phone numbers and email addresses

Overloading with Admin Invites

• Problem: Too many people with full system access
• Solution: Limit admin roles to 2-3 trusted individuals

Communication Errors

No Prior Discussion

• Problem: People confused about why they're getting invites
• Solution: Talk to people before sending formal invitations

Unclear Role Expectations

• Problem: People accept without understanding responsibilities
• Solution: Explain roles clearly before sending invites

No Follow-up Strategy

• Problem: Pending invitations sit forever
• Solution: Set reminders to follow up after reasonable time

Security Issues

Wrong Role Assignments

• Problem: People get more/less access than needed
• Solution: Match invitation type to actual role requirements

Not Tracking Responses

• Problem: Don't know who has access to what
• Solution: Regularly review invitation status and association access

TROUBLESHOOTING INVITATION ISSUES

"User not found for invitation"

• Check UnionPally registration - Person must have UnionPally account first
• Verify contact information - Phone number or email must match exactly
• Try alternative contact method - Use email if phone doesn't work, or vice versa
• Ask user to register - Help them create UnionPally account first

"Member already linked to user"

• Check existing connections - Member may already be linked to different user
• Verify member identity - Make sure you're inviting correct member
• Cancel duplicate invites - Remove conflicting invitations
• Update member information - Correct member records if needed

"User is already association admin"

• Check current admin list - Person may already have admin access
• Consider different role - Maybe they need exco appointment instead
• Remove existing access - If changing roles, remove current access first
• Verify association context - Make sure you're in correct association

"Invitation not appearing for user"

• Check user's invitation dashboard - May be in different section
• Verify contact information - Must match user's registered details
• Try resending invitation - Cancel and create new invitation
• Check spam/notification settings - User may have notifications disabled

"Cannot cancel invitation"

• Check your permissions - Only sender can cancel invitations
• Verify invitation status - Can't cancel accepted/rejected invites
• Confirm PIN validity - Make sure PIN is correct
• Try refreshing page - May be temporary interface issue

INVITATION ANALYTICS AND INSIGHTS

Key Metrics to Track

Response Patterns:

• Acceptance rate by invitation type
• Time between sending and response
• Most common rejection reasons
• Peak response times and days

Association Growth:

• New members linked per month
• Admin team growth over time
• Executive committee completion rate
• Overall invitation success rate

User Behavior:

• Most responsive contact methods
• Demographic patterns in responses
• Seasonal invitation trends
• Follow-up effectiveness

Using Invitation Data

For Association Planning:

• Optimize invitation timing - Send when people are most responsive
• Improve communication - Learn what messaging works best
• Plan follow-up strategies - Know when to follow up with non-responders
• Identify engagement patterns - Understand member participation trends

For Growth Strategy:

• Target responsive groups - Focus on people likely to accept
• Improve invitation content - Learn what motivates acceptance
• Build better onboarding - Help new members get started successfully
• Develop retention strategies - Keep invited members engaged

ADVANCED INVITATION FEATURES

Bulk Invitation Management

• Send up to 20 invitations at once - Efficient for large member groups
• Mixed invitation types - Different roles in single batch
• Batch status tracking - Monitor multiple invitations together
• Bulk cancellation - Cancel multiple related invitations

Invitation History and Tracking

• Complete invitation timeline - See entire history of sent/received invites
• Response analytics - Track patterns and success rates
• Comment management - Read and respond to user feedback
• Status change notifications - Know immediately when users respond

Integration with Member Management

• Automatic invitation sending - Invites sent during member creation
• Smart duplicate prevention - System prevents conflicting invitations
• Role-based invitation suggestions - System recommends appropriate invite types
• Member-user linking validation - Ensures proper connections

SUCCESS STRATEGIES FOR EFFECTIVE INVITATIONS

Phase 1: Planning (Before Sending)

1. Identify your needs - What roles need to be filled?
2. Map potential candidates - Who in your association could fill these roles?
3. Verify contact information - Ensure you can reach people reliably
4. Prepare explanations - Be ready to explain roles and expectations

Phase 2: Outreach (Personal Contact)

1. Talk before inviting - Personal conversation before formal invite
2. Explain the benefits - What's in it for them?
3. Address concerns - Answer questions about time, responsibility, technology
4. Set expectations - Be clear about what their role involves

Phase 3: Formal Invitation

1. Send clear invitations - Use correct type and complete information
2. Include helpful context - Remind them of your previous conversation
3. Provide support information - How to get help if they have questions
4. Set reasonable timeline - Don't pressure for immediate response

Phase 4: Follow-up

1. Monitor responses - Check invitation status regularly
2. Follow up appropriately - Personal check-in after a week
3. Provide additional support - Help with technical issues if needed
4. Learn from rejections - Understand why people declined

Phase 5: Integration (After Acceptance)

1. Welcome new members - Celebrate their joining
2. Provide orientation - Help them understand their new role
3. Offer training - Teach them how to use UnionPally features
4. Check in regularly - Ensure they're comfortable and engaged

FREQUENTLY ASKED QUESTIONS

General Questions

"Can I invite people who don't have UnionPally accounts?"

• No, people must have UnionPally accounts to receive invitations
• Help them register for UnionPally first, then send invitations
• Provide guidance on account creation process

"How many people can I invite at once?"

• Up to 20 invitations can be sent in a single batch
• Mix different invitation types in same batch
• No limit on total invitations over time

"Can I change an invitation after sending it?"

• Cannot edit invitations once sent
• Can cancel and resend if needed
• Better to double-check before sending

Role-Specific Questions

"What's the difference between admin and exco invites?"

• Admins: Full system access, technical management
• Exco: Specific leadership roles, governance functions
• Admins handle platform management and system settings
• Exco handle association leadership and member relations

"Can someone be both admin and exco?"

• Yes, same person can have both roles
• Separate invitations required for each role
• Different permissions for each role type

"How many admins should we have?"

• Recommend 2-3 trusted administrators
• Too many admins create security risks
• Focus on people with technology skills and commitment

Technical Questions

"Why isn't my invitation showing up?"

• Check spam/notification settings in UnionPally
• Verify contact information matches user's account exactly
• Try canceling and resending invitation
• Contact user directly to confirm they're checking right place

"Can I see who accepted/rejected invitations?"

• Full invitation dashboard with all statuses
• Response dates and comments visible
• Filter by status type (pending, accepted, rejected)
• Analytics on response patterns available

BUILDING A THRIVING DIGITAL ASSOCIATION

Success Factors for Invitation Management

• Clear Communication - People understand what they're accepting
• Appropriate Roles - Right people in right positions
• Technical Support - Help people navigate the platform
• Ongoing Engagement - Keep invited members actively participating

Creating a Welcoming Environment

• Personal touch - Individual outreach before formal invites
• Patience with technology - Help less tech-savvy members
• Clear expectations - Honest about time and responsibility commitments
• Recognize contributions - Acknowledge people who accept leadership roles

Long-term Association Growth

• Progressive invitation strategy - Start small, grow gradually
• Member development - Train people for leadership roles
• Succession planning - Prepare backup leaders through invitations
• Community building - Use invitations to strengthen association bonds

YOUR INVITATION SUCCESS CHECKLIST

Before Your First Invitations

• Association set up with basic information
• Members added to association record
• Contact information verified for key people
• Role responsibilities defined clearly
• Personal conversations held with potential candidates

During Invitation Process

• Correct invitation types selected
• Complete information provided for all invites
• Security PIN entered correctly
• Invitation confirmations received from system
• Follow-up schedule planned

After Sending Invitations

• Response monitoring active
• Support availability for invited users
• Follow-up communications planned and executed
• New member orientation prepared
• Success metrics being tracked

Remember: Invitations are more than just system functions - they're the foundation of your association's digital community. Take time to do them right, and you'll build a strong, engaged, and effectively managed association on UnionPally!

Last updated: January 2026 For technical support, consult your system administrator Questions about specific invitation issues? Check the troubleshooting section or contact support