Use Invitations when someone needs to create a CoolFocus login for the first time.
Where To Find It
Open Settings, then go to Security and choose Invitations.
When To Use Invitations
Send an invitation when:
A new staff member is joining your team.
A volunteer coordinator, finance user, or admin needs access.
Someone needs a login but does not already appear as a user.
Before You Send One
Decide which user group the person should belong to. This helps them get the right access as soon as they accept the invitation.
Inviting someone who already uses CoolFocus 3
CoolFocus 5 accounts are separate from CoolFocus 3 accounts, so invite a CF3 user to CoolFocus 5 the same way you would invite anyone else.
Before sending the invitation, check whether that email already has a CoolFocus 5 login. If it does, ask the person to sign in instead of accepting a new invitation, since inviting an email that already has a login creates a duplicate account.
Accepting a CoolFocus 5 invitation does not set up access in CoolFocus 3. CF3 permissions still need to be set up separately in CF3.
If your organization moved over from CoolFocus 3
If your organization moved over from CoolFocus 3, this page can show no pending invitations even though your team already has logins, and that is expected.
Your existing users were set up directly with CoolFocus 5 accounts as part of that move. They were never sent an invitation email, so there is nothing here to resend.
Those users already have accounts and sign in with the same email address they used in CoolFocus 3. If someone's old password no longer works, they can select Forgot Password on the sign-in screen. Use Invite User on this page only for someone who does not already have a CoolFocus account.
If an invitation is already pending
If you try to invite an email address that already has a pending invitation, CoolFocus does not send another email. It reuses the existing invitation and tells you no new email went out.
Use Resend on the Invitations page to send that pending invitation again, rather than creating a new one.
After You Send One
The person receives an email with steps to finish setting up their login. If they do not receive it, ask them to check spam or junk folders, then review the invitation status in CoolFocus.
Resending a Pending Invitation
If someone never got their invitation email or it expired, resend it instead of creating a new one. Open Settings, then Security, then Invitations, and find the pending invitation. Select Resend.
Ask the invitee to check their spam or junk folder if the resent email still does not show up.
Invitation health warning on the Users page
CoolFocus checks invitation status for you. If active users have never been invited to CoolFocus 5, or if recent invitations failed to send, a banner appears on the Users page telling you how many people are affected. Select Review invitations on that banner to come straight to this page and send or resend the invitations they need.
Only administrators see this banner.
If that email address already has an invitation pending, CoolFocus does not send a second email. You'll see a warning telling you no new email went out, and you can use Resend on the Pending Invitations page to send the original invitation again.
If that email address already has a pending invitation, CoolFocus does not send a second one, it reuses the pending invitation instead and no new email goes out. Find the pending invitation on this page and use Resend to send it again.
If that email address already has a pending invitation, CoolFocus does not send a second one. Instead you'll see a message that an invitation is already pending, with no new email sent; use Resend on the Pending Invitations page to send it again.