Member Creation (Invite Member)

    Overview

    Organisation admins can add new members to their club or association by sending email invitations from the Member Management page (/organiser/members). When the admin clicks Invite Member, they fill in an email address, optional invitee name, member type, membership number, and expiry date. Horsify then handles two cases:

    1. Invitee already has a Horsify account — they are immediately added as an Active member without needing to click any link.
    2. Invitee is new to Horsify — a pending invitation is created and an email is sent with a secure link that expires after 7 days.

    In both cases a pre-populated member record (status Pending) is created immediately so the invitee is visible in the member list before they accept.

    Inviting isn't the only way in. If you're loading an existing register rather than bringing someone onto Horsify, use Add Member or Import instead — they create the member straight away with no email and no waiting for anyone to accept. See Importing and Adding Members.

    Who Uses This

    • Organisation Admin: Adds riders, club members, coaches, or committee members to their organisation's membership roster.

    Prerequisites

    • You must be logged in as an admin of the organisation.
    • Your organisation must have an active Basic subscription (from $10/year — $10 up to 100 active members, $20 to 200, $30 above). Access to the Members page is blocked without this.
    • Member Management must be enabled on the organisation (in Organisation Settings).

    How to Use

    Step 1 — Navigate to Member Management

    1. Log in to your Horsify account.
    2. Go to Organiser Dashboard → Members, or navigate directly to /organiser/members.
    3. If you belong to multiple organisations, select the target organisation from the dropdown at the top of the page.

    Step 2 — Open the Invite Member Modal

    1. Click the Invite Member button (top-right of the page, only visible when an organisation is selected).
    2. The Invite Member dialog opens.

    Step 3 — Fill in the Invitation Form

    Field Required Notes
    Email Address ✅ Yes Must be a valid email, and should be that person's own. Where a family shares one address, the first of them to create a Horsify account claims every member record carrying it — see Auto-Link Member to Rider.
    Invitee Name ❌ No Personalises the invitation email. Recorded as the member's first name and surname.
    Member Type Recommended Dropdown populated from your organisation's active membership fee types. Determines the role assigned to the member.
    Membership Number ❌ No If auto-generation is enabled, this is pre-filled and read-only. If disabled, you may enter a custom number.
    Membership Expiry ❌ No Optional date after which the membership will be treated as Expired.

    Note: Admin access cannot be granted on this form. To make someone an administrator, add or invite them first, then open their row's Edit dialog on the Members page and tick Organisation Administrator. (The Add Member form has the same tick box, labelled Club administrator, so you can set it as you create a member from your own records.)

    Step 4 — Send the Invitation

    1. Click Send Invitation.
    2. If the invitee is already a Horsify user: they are directly added as an Active member, no email needed. A success message appears.
    3. If the invitee is new: an invitation email is sent to their address containing a unique secure link. A pending member card appears in your member list immediately.
    4. If an active (non-expired) invitation already exists for that email address, a Resend Invitation confirmation dialog appears instead.

    Step 5 — Track Invitation Status

    Pending invitations appear in the Members list with a Pending status badge and a No Horsify account badge. Invitations move through these states:

    Status Meaning
    Pending Invitation sent; waiting for acceptance.
    Accepted Invitee clicked the link and joined.
    Expired 7 days elapsed without acceptance.
    Cancelled Admin manually cancelled the invitation.

    Step 6 — Resend or Remove an Invitation

    • Resend: Click Resend on a pending or expired invitation. This sends a fresh email and extends the expiry by 7 days.
    • Remove: Use the member row's Remove action to delete a pending invitation from your list.

    What the Invitee Sees

    1. They receive an email with a secure invitation link.
    2. If they do not yet have a Horsify account, they are prompted to register. Accepting the invitation verifies their email at sign-up.
    3. Once accepted, their member record is linked to their Horsify account and status is updated to Active.

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