Member Creation (Invite Member)

    Overview

    Organisation admins, and staff with Members access at Manage, 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, and Horsify sends them a welcome email from your organisation.
    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.

    For a new invitee, a pre-populated member record (status Pending) is created immediately so they are 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 admins and staff with Members access at Manage: add riders, club members, coaches, or committee members to the organisation's membership roster. Staff with Members access at View can see the list but don't get the Invite member button. See Staff Access.

    Prerequisites

    • You must be an admin of the organisation, or staff with Members access at Manage.
    • Your organisation must have an active Basic subscription or higher (in Australia, Basic is $10 a year for up to 100 members, $20 for 101 to 200, 30abovethat; NewZealandclubspayNZ12, NZ24orNZ36). Without it the Members page shows a Subscription Required screen instead.

    How to Use

    Step 1: Navigate to Member Management

    1. Log in to your Horsify account.
    2. In the organiser menu, open People → Members, or navigate directly to /organiser/members.
    3. If you manage more than one organisation, choose the right one under Switch in the Organiser menu first. The page follows that choice; it has no selector of its own.

    Step 2: Open the Invite Member Modal

    1. Click the Invite member button at the top of the page, next to Import and Add member (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: Access cannot be granted on this form. Add or invite them first, then set what they can do: a club on its Committee page, a riding school on Staff roster → Staff → Access. See Staff Access. (The Add member form still has a Club administrator tick, so you can make someone an admin as you create them 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 with no invitation link to accept. They get a welcome email instead, and 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, an Invitation Already Exists dialog appears instead, offering Resend Invitation.

    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. The invitation card shows (Expired) next to its expiry date.

    Step 6: Resend or Remove an Invitation

    Each invitation card has Edit, Resend Invitation and Remove buttons.

    • Edit: change the member type, membership number or expiry on the invitation.
    • Resend Invitation: sends a fresh email with a new link and resets the expiry to 7 days from now. This works on an invitation that has passed its expiry date too, as long as it hasn't been accepted.
    • Remove: deletes the invitation (after a Remove Invitation confirmation), along with its pre-created member record unless a membership payment is already recorded against it. An accepted invitation can't be removed this way; remove the member instead.

    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.

    Related Features

    Tags
    invitation invite members club membership club organisers
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