# Invite people to your school

> Email an invitation with roles already attached, or share your join code and approve the requests as they arrive.

Source: https://www.aerscheduler.com/docs/getting-started/invite-people
Section: Getting started. For: Owners, Admins.

`People → Invite` (web console). 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 `Settings → Organization → Identity` (web console) and approve people as
they arrive.

**Who can do this:** Owners, Admins

## 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. Joining uses it up: somebody who later leaves and comes back with the code
joins like anybody else, waiting for approval if your organization approves people first.

## Send invitations

1. **Open People and press Invite**

   The button only appears for admins and owners.

2. **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.

3. **Tick the roles for this batch**

   Admin, Instructor, Student, Renter, Dispatcher, Technician. Pick at least one: an
   invitation always says what the person will be.

4. **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](https://www.aerscheduler.com/docs/billing/add-a-member-to-a-plan).

5. **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.

> **Careful:** Everyone in one batch gets the **same** roles. Two role sets means two invites. Send the
> instructors, then send the students.

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."

> **Note:** **Owner** is not offered at invite time. Invite the person as an admin, then grant owner
> afterwards from `People → ⋯ → Edit roles` (web console).

## 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 `Settings → School → Organization → Identity` (web console) with a
copy button, and in the iOS app under
`Organization settings → Organization Invitation Code` (mobile app). 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
`Organization settings → Joining Organization Restriction` (mobile app).

## Accept or decline a join request

1. **Open People**

   A yellow **Join requests (N)** panel sits above the roster whenever anybody is waiting.

2. **Choose a starting role for each person**

   Student, Renter, Instructor, Technician, Dispatcher, Admin, or **No role yet**.

3. **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.

> **Careful:** Accepting with **No role yet** creates a member who can see the schedule, the roster and
> the fleet but cannot book anything at all. If a new student says the Book button is
> missing, look for them under the **No role yet** role filter and give them a role.

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](https://www.aerscheduler.com/docs/getting-started/roles-and-permissions).
- Ask them for a medical or a rental agreement: [Track medicals, certificates and other documents](https://www.aerscheduler.com/docs/getting-started/member-documents).
- Check someone out on a tail: [Check someone out on an aircraft](https://www.aerscheduler.com/docs/getting-started/approve-a-member-on-an-aircraft).