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Facility Invitations

Platform admins can invite new facility owners to join SlotBase by sending email invitations. This is the primary way to onboard new facilities to the platform in a controlled manner.

How Facility Invitations Work​

  1. You send an invitation to a prospective facility owner's email address.
  2. The recipient receives an email explaining the invitation and what SlotBase offers.
  3. The recipient clicks the invitation link and creates an account (or signs in with an existing account).
  4. They are guided through the facility onboarding process to set up their facility.
  5. The invitation is marked as accepted and the new facility appears on the platform.

Sending a Facility Invitation​

  1. Navigate to the Admin Dashboard at /admin.
  2. Click Invitations in the admin sidebar (or click Invite Facility from the dashboard).
  3. Enter the recipient's details:
    • Email Address (required)
    • Name (optional, for personalization)
    • Message (optional, a personal note included in the invitation)
  4. Click Send Invitation.
tip

Including the recipient's name and a personal message makes the invitation feel more professional and increases the chances of acceptance.

Managing Invitations​

From the Invitations page, you can view and manage all facility invitations:

ColumnDescription
RecipientEmail address of the invited person
StatusCurrent status of the invitation
Date SentWhen the invitation was sent
Date AcceptedWhen the invitation was accepted (if applicable)

Invitation Statuses​

StatusDescription
PENDINGThe invitation has been sent but not yet accepted
ACCEPTEDThe recipient has accepted and started setting up their facility
EXPIREDThe invitation link has expired
REVOKEDThe platform admin cancelled the invitation

Actions on Invitations​

For pending invitations, you can:

  • Resend -- Send a fresh invitation email (useful if the original was missed)
  • Revoke -- Cancel the invitation so the link no longer works
warning

Revoking an invitation immediately invalidates the link. If the recipient tries to use it, they will see a message that the invitation is no longer valid.

What the Recipient Sees​

When a facility owner receives your invitation, the email includes:

  • An explanation of SlotBase and what it offers for sports facilities
  • Your personalized message (if provided)
  • A prominent Accept Invitation button

Clicking the button takes them to:

  1. Account creation (or sign-in if they already have an account)
  2. Facility setup wizard to create their first facility
  3. Subscription selection to choose their plan

Tracking Onboarding Progress​

After an invitation is accepted, you can track the new facility's setup progress:

  1. Navigate to Facilities in the admin dashboard.
  2. Find the newly created facility.
  3. View its setup status (whether resources, operating hours, and other settings have been configured).

Best Practices​

  • Personalize invitations -- A message from a real person is more effective than a generic email.
  • Follow up -- If an invitation is pending for more than a few days, consider reaching out through another channel.
  • Set expectations -- Let the recipient know what to expect during the onboarding process.
  • Review regularly -- Clean up expired or outdated invitations to keep your list organized.