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Manage pending invitations

Overview

An invitation gives someone access to your Portfolio once the person accepts it and becomes a user. Until then, the invitation is pending.

From the "Manage Invites" tab on the Users page, you can resend a pending invitation, revoke it, or copy its link to share another way. Account Admins use this tab when an invitation has not arrived, was sent to the wrong address, or needs to reach someone outside email.

Setup

  • Access. Opening the Users page needs Role Management access. Account Admin has it. Without this access, "User" does not appear in the left navigation of the Portfolio area.

  • An existing invitation. An invitation must already exist before you can manage it. To send one, see Invite a user to SmartProperty.

How-to

Step 1: Open the Manage Invites tab

  1. Select "PORTFOLIO" in the top navigation. This opens the Portfolio area.

  2. Select "User" in the left navigation. This opens the "Users" page on the "Manage Users" tab.

  3. Select the "Manage Invites" tab. This shows the list of invitations, filtered to "Pending".

  4. To see invitations that were already accepted, select "Accepted" from the dropdown above the list. This shows accepted invitations and adds the "Accepted On" column.

Step 2: Find the invitation

  1. Type in the "Search Invites by First Name, Last Name or Email..." box above the list. This filters the list to matching invitations.

  2. To check which properties an invitation grants, select the property count in the "Properties" column, for example "3 Properties". This shows the property names in a small pop-up list.

Step 3: Open the action menu

  1. Select the "Action Menu" icon at the end of the invitation's row. This opens a menu with "Resend Invite", "View Invite Link", and "Revoke Invite".

The "Action Menu" icon appears only on invitations that have not been accepted.

Step 4: Resend the invitation email

  1. In the action menu, select "Resend Invite". This opens the "RESEND INVITE" window. The window names the person's email address.

  2. Select "Resend". This sends the invitation email again. The message "Invitation Resent" appears.

Resending sends the same invitation link again. The role and the properties on the invitation do not change.

  1. In the action menu, select "View Invite Link". This opens the "VIEW INVITE LINK" window. The window shows the invitation date, the person's name and email address, and the link.

  2. Select "Copy Invitation Link To Clipboard". This copies the link.

Share the link directly with the person if the invitation email has not reached them.

Step 6: Revoke the invitation

  1. In the action menu, select "Revoke Invite". This opens the "REVOKE INVITE" window. The window names the person's email address.

  2. Select "Revoke". This removes the invitation from the list. The message "Invitation Revoked" appears.

After you revoke an invitation, its link stops working. A person who opens a revoked invitation link sees an error instead of the sign-up screen.

Reference

The Manage Invites list

Column What it shows
Name The invited person's name
Email The invited person's email address
Properties The number of properties the invitation grants. Select the count to see the property names
Role Name The role the person was invited as
Invited By The user who sent the invitation
Invited On The date the invitation was sent
Accepted On The date the invitation was accepted. Shown only when the dropdown above the list is set to "Accepted"

What resending and revoking change

Resending sends the same invitation link again. Resending does not change the role or the properties on the invitation, and does not create a new invitation.

Revoking removes the invitation from the list entirely. The invitation is not kept as revoked or expired. A revoke cannot be undone. To give the person access again, send a new invitation.

Changing the role or properties on a pending invitation

The role and properties on a pending invitation cannot be edited directly. To change either one, revoke the invitation and send a new one with the correct role or properties.

Sending a second invitation to the same address

Inviting an email address again while a pending invitation exists for it creates a second, separate invitation. The first invitation is not replaced, and both appear in the list. Revoke the invitation you no longer need.