📝 Overview

The Invite feature allows staff and registered participants to send a registration invitation for a team, class, or per-session program.

When an invite is sent:

The recipient receives an email with program details and a Join button.
The recipient must log into or create a Customer Portal account.
The recipient must complete registration themselves.
All eligibility requirements such as age, gender, capacity limits, and registration dates are enforced during checkout.

The Invite option appears in the same location for all roster types.

Invites do not override registration settings or eligibility rules.

🧑‍💻 Staff View

📍 Where to Find the Invite Option

Click the arrow to learn where to access the Invite option

The Invite option is available from the Roster tab for all program types, including:

Teams
Classes
Per-session programs

To access it:

Navigate to the program.
Click the Roster tab.
Click the three-dot menu.
Select Invite.

✉️ How to Send an Invite

Click the arrow to see the steps on sending an invite

Click Invite from the roster menu.
Review any eligibility requirements shown.
Enter one or multiple email addresses.
Separate multiple addresses with a comma.
Enter a custom message.
Click Send.

Sending an invite does not add the participant to the roster.

📬 What Happens After Sending

Click the arrow to learn what happens after an invite is sent

What the Recipient Receives

The recipient receives an invitation email.
The email includes:
- Dash branding
- Program name and schedule
- Facility location
- Sender name
- Custom message
- Registration open and close dates
A Join button

✍️ The email format is the same whether the invite is sent by staff or by a registered participant.

What Happens When They Click Join

The Customer Portal opens.
If they are not logged in, they will be prompted to log in.
If they do not have an account, they will need to create one.
After logging in or creating an account, they can complete registration.

If registration is open:

They can select a registrant.
They can complete enrollment.

If registration is closed:

The registration page loads.
A red banner displays stating Registration is closed.
Enrollment cannot be completed.

All program eligibility requirements are validated during checkout.

⚠️ Sending an invite does not automatically register the participant.

⚠️ Sending Invites When Registration Is Closed (Admin Warning)

Click the arrow to learn what happens when registration is closed

If registration for the season is closed and you attempt to send an invite:

A warning message appears.
The message explains that recipients will not be able to register using the link in the email invitation.
You can choose to Cancel or Continue.

If you choose Continue:

The invite email will still be sent.
The recipient will receive the Join link.
They will not be able to register unless registration reopens.

🧑‍💻 Customer Portal View

Participants can send invites from the Customer Portal for all program types, including:

Classes
Teams
Per session programs and camps

📍 Where Customers Find Invite

Click the arrow to learn where the Invite option appears in the Customer Portal

Customers may see the Invite option in the following locations:

From the Dashboard

Log into the Customer Portal.
Click Dashboard.
Locate the enrolled program.
Click the three-dot menu on the program card.
Select Invite.

From Inside the Program Page

Log into the Customer Portal.
Click Dashboard.
Select View Class, View Camp or open program.
Click Invite.

The Invite button appears on all program types.

From the Manage Team Page (Teams Only)

For league teams, Team Managers can also:

Log into the Customer Portal.
Click Dashboard.
Click Manage Team.
Click Invite.

From the Registration Confirmation Page

After completing registration, customers can:

Share the program using social media buttons.
Click Invite others to join!

✉️ How Customers Send an Invite

Click the arrow to see how customers send an invite

Enter the email address.
Enter a message.
Click Send.

✍️ The invitation email sent from the Customer Portal is identical to the one sent from staff view. It includes the program details, custom message, Join button, and registration window dates.

🚦 Registration Status Behavior in the Customer Portal

Click the arrow to learn how the Portal behaves when registration is closed

If registration is not open yet or has closed:

A message displays on the activity registration page indicating that registration is unavailable.
The Register button does not appear.
Social media sharing links are removed.
The Invite Others option does not appear.

These changes help ensure customers clearly understand that registration is not available.

💡 Pro Tips

⚠️ Invites do not override registration windows or eligibility restrictions.
📌 If recipients report being blocked, verify age requirements, gender restrictions, capacity limits, and registration dates.
📧 Separate multiple email addresses with commas when sending to multiple recipients.
🔍 Use Email History from the Roster menu to confirm that an invite was sent.
🧠 Use invites to quickly fill open roster spots when availability changes.

❓ Frequently Asked Questions (FAQs)

Find answers to common questions or additional details that may not be covered in the main instructions.

Click the arrow to view frequently asked questions