Manage organization invitations

Owners, Manager Staff, and CareMap administrators can invite Staff and Clients. An invitation activates its relationship only after the intended account accepts. It does not create a sign-in account for the recipient.

Invite Staff

1. Open the organization's Overview and select Invite Staff, or use Members > Staff > Add staff > Invite by email.
2. Enter Invite email and select Send invite.
3. Close the dialog and review the invitation on Overview.

Acceptance sets regular Staff, with Manager disabled. Use roster controls for existing Owner or Manager Staff access: accepting another Staff invitation replaces that account's existing membership with regular Staff.

Choose a Client target before sending

Open Invite client on Overview, or Members > Clients > Add client > Invite by email. Under Who will use this client access?, choose the target before entering the final email; changing targets resets the email field.

• My account — name (email) means your account as the sender. Keep your own email; a different address is rejected. Acceptance uses your existing linked Person, or creates one if none exists and a suitable Guide is available.
• An existing Person means that Person will be assigned when the recipient accepts. Search for and select the intended Person, then enter the intended recipient's email. Acceptance does not relink the Person to the recipient or grant a Guardian relationship.

Check both target and email, then select Send invite. The target picker only shows People you are allowed to select. Ask an administrator about a missing Person rather than choosing a different record to proceed.

Review and deliver the invitation

Overview's Invitations list shows recipient, Staff/Client role, status, expiry, and delivery state. Search the invitation list and use Next page, Previous page, and Refresh page; failed loads offer Retry.

New invitations expire after seven days. Review delivery separately from acceptance: a recorded or delivered state is not confirmation that the recipient received an email or accepted. If no message arrives, use Copy invite link and share the copied link with the intended recipient.

The recipient signs in to the intended account, opens the invitation from Home > For you or its link, and selects Accept or Decline. An email recipient without an account needs to create one first. See Find and accept invitations.

Replace a link or stop an invitation

• Copy invite link creates a new link and invalidates the previous one. It does not extend the expiry. If clipboard copying fails, retry the action and distribute only the newest successful copy.
• Resend replaces the link, records a new delivery attempt, and renews the expiry for seven days. Earlier links stop working even if delivery fails.
• Revoke, followed by confirmation, prevents an unaccepted invitation from being accepted. It does not remove an already accepted relationship.

These controls apply to pending invitations. For an invitation shown as expired, declined, or revoked, create a new one. To end accepted access, remove the Staff membership or Client assignment instead.

Resolve acceptance errors

For an account mismatch, check the signed-in account and invited email; another person's link does not grant access to a different account.

If acceptance says A Guide is required before this account can become an organization client, CareMap needs a Guide to create the missing Person record. Have an authorized author make an active Guide available in the organization Library, then retry. Alternatively, an authorized manager can assign the correct existing Person.

For a changed or unavailable invitation, refresh the list and use its current status before retrying. Ask an administrator about persistent delivery errors.