Invite someone to the Portal

Access to the Member Portal is given person by person, on the record's "App" tab. The tab is on the athlete, member, membership and staff records, and shows the person and each guardian linked to them.

What the tab shows

• "App access": one row per person, with the status and that row's action.
  • "No access": not invited yet.
  • "Invite pending": the invite was sent and not accepted yet; the row says when it was sent.
  • "Invite expired": 14 days went by without it being accepted.
  • "Access active": the person has signed in with their own account; the row shows when they were last seen, or "never opened the app".
• "History": the timeline of invites sent, accounts activated, access revoked and invites expired, cancelled or replaced for everyone on the record.
• "Settings" (athletes only, on the athlete and member records): under "Who receives the invite" you choose who this athlete's invite goes to, and under "Call-up delivery" (if you have access to call-ups) who receives the call-ups each season.

A person with no athlete record, no membership record and no athletes in their care cannot be invited; neither can someone who is only staff, because the Portal has no staff area yet. The row says so and offers no action.

Invite

1. Check the person has an email on the record. Without one, the row says "add an email on file to invite" and the button is disabled.
2. On the person's row, select "Invite".
3. The status changes to "Invite pending".

The person receives an email from the club with a button to create their access and the date the invite is valid until. The email and the invite page come in the person's language: the one chosen in their Cantera account, if they already have one, or the club's. The email text is the Portal invite template, which the club can adjust in the email templates; anyone reading another language gets the standard text, translated.

A person the settings leave out shows "does not receive an invite with the current setting". You can still invite them by hand on their row.

What happens on the person's side

1. They open the link in the email. The page shows the club's name and the record the invite gives access to.
2. If they have no Cantera account yet, they set a password under "Set your password" and select "Create access". The account is created with the email on the record, already confirmed. They can also choose "Continue with Google".
3. If they already have an account with that email, they sign in with their password (or with Google) and select "Accept access".
4. From then on, they reach the Portal through the normal Cantera sign-in.

If the person is already signed in with another account, the invite links the record to that account and the page warns that the emails differ.

The link stops working when the invite expires, is cancelled or is resent: the person sees "Invite expired" or "Invalid invite" and has to ask the club for a new one.

Manage an invite or an access

• Invite pending: "Resend" sends a new email with a new link and another 14 days; the old link stops working. The menu beside it has "Copy link", to send it another way (the copied link opens the page in the club's language), and "Cancel invite".
• Invite expired: select "New invite".
• Access active: under "Manage", choose "Revoke access" and confirm. The person loses access to this club's Portal; their Cantera account remains and you can invite them again later.

"Resend" and "New invite" replace the previous invite, and "Cancel invite" cancels it. The old invite is not deleted: it stays in the "History" as replaced or cancelled, and its link stops working. After you cancel, the person goes back to "No access".