Invite people to your school
Email an invitation with roles already attached, or share your join code and approve the requests as they arrive.
For owners and admins
WebPeople → Invite. One email or a pasted roster, tick the roles the whole batch should get, press Send invite. The alternative is to hand out your join code from WebSettings → Organization → Identity and approve people as they arrive.
Invitation or join code?#
| Invitation | Join code | |
|---|---|---|
| How it reaches them | An email to a specific address | You tell them the code |
| Roles | Attached in advance, applied on acceptance | Chosen by you when you accept the request, or none at all |
| Approval | None needed. An invited person joins immediately | Depends on whether your school approves people before they join |
| Best for | Your instructors and your existing roster | A poster on the wall, a link in a welcome pack |
An outstanding invitation beats the approval setting. An invited person joins straight away, code or not.
Send invitations#
Open People and press Invite
The button only appears for admins and owners.
Type one email, or paste a whole roster
The Email box takes one address. The Bulk invite box takes a list, one address per line, and commas and semicolons split too. The hint underneath tells you how many valid addresses it found.
Tick the roles for this batch
Admin, Instructor, Student, Renter, Dispatcher, Technician.
Optionally choose a membership plan
Only if your school runs membership plans. It is applied as pending when they accept, and nothing is charged until you start it from their record. See Add a member to a plan.
Press Send invite
Each address gets an email with a link that puts them into your school with exactly those roles. They appear on People once they accept.
Duplicate addresses are removed and invalid ones are dropped without stopping the send. If part of a batch fails you are told: "Invited 4 people. 1 couldn't be sent."
The shorter invite flow#
While you are still setting the school up, the dashboard offers a shorter version of this that asks who you are inviting (Instructor, Student, Renter, Technician, Office staff) and sets the roles for you. It reaches the same place.
Office staff means dispatcher: runs the board, no settings and no billing.
Or hand out your join code#
Your code is on WebSettings → School → Organization → Identity with a copy button, and in the iOS app under AppOrganization settings → Organization Invitation Code. People enter it at app.aerscheduler.com/join or in the app.
What happens next depends on one setting:
- Approve people before they join is off (the default): the code alone lets them in.
- It is on: the code creates a join request, and nothing happens until an admin acts.
That switch is set during setup, from the booking rules step on your dashboard, or in the iOS app under AppOrganization settings → Joining Organization Restriction.
Accept or decline a join request#
Open People
A yellow Join requests (N) panel sits above the roster whenever anybody is waiting.
Choose a starting role for each person
Student, Renter, Instructor, Technician, Dispatcher, Admin, or No role yet.
Press Accept, or the × to decline
Accepting makes them a member with that role and lets them sign in to your school. Declining removes the request.
Two things about that panel worth knowing:
- It is invisible when the queue is empty, so a school that has never turned approval on will never see it. If somebody says "I entered the code and nothing happened", this panel is where they are.
- The count in the heading is the whole queue, not the page. Forty people waiting reads as 40 even though 25 fit on screen.
After they are in#
- Change what they can do: Roles, and what each one can do.
- Ask them for a medical or a rental agreement: Track medicals, certificates and other documents.
- Check a renter out on a tail: Check a renter out on an aircraft.
Still stuck on this?
Email support@aerscheduler.com and tell us what you were trying to do. We answer.