Inviting people to your organization

Everybody who works on your festivals gets there the same way: you invite their email address, they accept, and from that moment they are on your People list. This guide covers the invitation dialog, the Pending invitations tab, and what the person on the other end receives.

Only an owner or an org admin can invite anybody. See Organization settings.

Where to start

+ Invite people sits in three places, and all three open the same dialog:

• top right of the toolbar on the People tab;
• in the empty state, when there is nobody else in the organization yet;
• top right of the Pending invitations tab.

The dialog

Under the heading, one line about what you are about to do:

They get an email with a link that expires in 14 days. Access starts the moment they accept.

1. Email addresses

One box. Separate several addresses with commas — semicolons and plain spaces work too, so a list pasted out of another program usually just works.

• Addresses are lowercased and de-duplicated before anything is sent, so the same address twice, in any capitalisation, is one invitation.
• Nothing is sent until every address is valid. A typo in the third address does not leave two invitations behind; the dialog stays open and names the offender.

2. Organization role

Three cards — Owner, Org admin, Member — with a sentence each. Member is chosen for you.

• Only an owner sees the Owner card. An org admin cannot invite somebody as an owner.
• There is no Finance card. That role is hidden until billing ships.

Everybody in one batch gets the same role. Send two batches if two people need different ones.

3. Festival access

This is where a Member is told which festivals they may work on, and at what festival role.

• Add festival adds a row: a festival menu and a role menu. New rows start at Viewer, the safest role, so nobody is granted more than you meant by leaving a menu alone. The ✕ removes a row.
• With no rows: "No festival access yet. They will be able to sign in and see the organization, nothing more." That is a real option — you can invite somebody now and grant access later.
• Choosing Owner or Org admin replaces this whole section with a note: "This role reaches all 8 festivals automatically. Per-festival rows do not apply." There is nothing to fill in, because those roles reach everything already.

Do not name the same festival on two rows. Each new row starts on a festival you have not used, but the menus will let you point two rows at the same one, and an invitation carrying a festival twice fails when the person tries to accept it — they get "this invitation link is no longer valid" and cannot get in. If that has happened, invite the same address again from this dialog: sending replaces the invitation's festival list along with its link.

4. Send

The footer counts what you are about to do — "3 invitations, 2 festivals" — next to Send invitation.

On success the dialog closes, the screen moves to the Pending invitations tab (where your new rows now are), and a line at the bottom reports what happened: "2 invitations sent, 1 resent."

What the invitee receives

An email from FilmScorecard, with your organization's support address as the reply-to when you have set one:

You are invited to join Northern Lights Festival

You have been invited to join Northern Lights Festival on FilmScorecard.

Your organization role: Member.

Accept the invitation here: a link

This invitation expires in 14 days. If you were not expecting it, you can ignore this message.

The emails are sent in the background. The row appears on Pending invitations immediately; the message follows a moment later. A message that fails to leave does not change anything else — the row is marked Failed and Resend invitation is the retry.

What the link opens, and what accepting involves, is described in Your organization invitation — the guide to send somebody who asks what the email was.

When the address is already known

FilmScorecard compares each address against your organization before sending, ignoring capitalisation:

If the dialog refuses

It stays open with the message where it belongs — under the address box, or in a block at the top of the dialog — so you never lose what you typed.

The Pending invitations tab

Every invitation nobody has accepted yet, newest first. The tab's own count turns amber whenever there is one.

Its header says "3 open invitations" and, beside it, "Invitations expire 14 days after they are sent."

The three statuses:

• Pending — sent, still inside its 14 days, nothing has gone wrong.
• Expired — the 14 days ran out. The link no longer works.
• Failed — the email itself could not be sent. Failed wins over Expired, because it is the one that needs you: nobody ever got a link.

The footer counts them: "3 invitations, 1 expired, sorted by date sent".

Empty, the tab says so: "No open invitations" / "Everyone invited so far has accepted. Invite someone else when you need to."

Resending

The button on the row does the same thing wherever it appears — it reads Resend on a pending row and Resend invitation, in amber, on an expired or failed one.

Resending replaces the invitation: a brand-new link, a fresh 14 days, and your name recorded as the sender. The previous link stops working immediately, so anybody holding an older email has to use the newest one. An expired row goes back to Pending as soon as you press it.

It sends at once, with no confirmation — there is nothing to undo about an email that has gone — and reports "Invitation sent again."

Resending keeps the invitation's organization role and its festival rows exactly as they were. To change either, send the invitation again from the Invite people dialog instead.

What you cannot do to an invitation

• There is no cancel and no delete. An invitation you sent by mistake cannot be withdrawn from this screen; the practical answer is to let it expire, and to be sure it does, do not resend it. Anybody who accepts one can be removed from the People tab afterwards.
• You cannot change its role or festivals in place. Send a new invitation to the same address — that replaces both.
• Accepted invitations are not listed here. The row disappears the moment it is used, and the person appears on the People tab instead. The record of it stays in the Audit log.

What accepting actually does

When somebody uses their link:

• They join the organization at the role the invitation named — unless they are already in it, in which case the role they already hold is kept. Accepting never downgrades anybody, and never promotes them either: to change an existing member's role, use Change org role on their row.
• The festivals on the invitation are granted, at the roles you chose, skipping any festival they can already reach.
• The invitation is used up, the row leaves Pending invitations, and the Audit log records "Invitation accepted for the invited address".

Related guides

• Organization settings — the screen this lives on, the People list and the three organization roles.
• Festival access — granting and changing festivals after somebody has joined.
• Your organization invitation — written for the person who received the email.
• Judges — inviting a judge is a different thing entirely, done per season and not from this screen.