Invitations

Introduction

The Invitation module in Milexco allows coordinators to invite participants to exercises while maintaining a streamlined, secure, and efficient process. This feature ensures that every participant is appropriately registered and their access to the exercise platform is well-managed.

The invitation system lets coordinators send personalized invitations to participants or other coordinators. Invited users receive an email with a registration link that directs them to a tailored registration page. Once registered, users are verified, and their roles are confirmed based on their overarching role in the exercise.

Key Features

  • Invitation Management: Coordinators can invite participants and track the status of their invitations.
  • Flexible Role Assignment: Invited users can be assigned roles such as Participant or Coordinator.
  • Invitation Expiry: Invitations can expire, but coordinators can extend the expiry date if necessary.
  • Revocation of Invitations: Coordinators can revoke invitations, with the invitee notified and given a reason.
  • Email Notifications: Comprehensive notifications ensure all parties are informed throughout the process.
  • Dynamic Badge Indicators: Navigation badge that changes based on exercise timeline to focus on the most relevant invitation statuses.

Dynamic Navigation Badge

The Invitation navigation item features a dynamic badge that adapts based on the exercise timeline:

  1. Before Exercise Start (more than 7 days before):

    • Shows the count of pending invitations that have not expired
    • Displays with a gray color
    • Tooltip indicates "Pending invitations"

  2. Close to Exercise Start (within 7 days):

    • Shows the count of invitations with status "PendingConfirmation"
    • Displays with a yellow warning color
    • Tooltip indicates "Pending confirmations needed soon"

  3. During Exercise:

    • Shows the count of accepted invitations
    • Displays with a green success color
    • Tooltip indicates "Accepted invitations"

This timeline-aware badge system helps coordinators focus on the most relevant invitation statuses at each stage of the exercise, ensuring timely follow-up with invitees.

Invitation Process

Sending Invitations

To send an invitation:

  1. Navigate to the Send Invitations page, accessed from the participant or invitation overview pages.

  2. On the Send Invitations page, you will find a form to invite a single invitee. Click the Add Invitee button below the form to add additional invitees. Fill out the details for each invitee, including:

    1. Title/Rank
    2. First Name and Last Name
    3. Email Address
    4. Overarching Role (Participant or Coordinator)
    5. Click Send Invitations.

{info} The system ensures that duplicate invitations are not sent to the same email address for the same exercise.

Invitation Email

Each invitee will receive an email containing:

  • The exercise name.
  • A personalised registration link.
  • The coordinator's contact details for assistance if needed.
  • Instructions for registration.

[Placeholder for Screenshot of Invitation Email]

Invitation Registration

Invited users:

  1. Click the registration link in the email.

  2. Complete the registration form, which includes:

    1. Personal details.
    2. Authentication credentials (password) to access the participant dashboard.
    3. Additional information specific to the exercise.

  3. Submit the form to complete their registration.

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Managing Invitations

Viewing Invitations

Coordinators can view all invitations sent for an exercise on the List Invitations page. The invitation table displays:

  • Invitee names.
  • Email addresses.
  • Invitation statuses (e.g., Pending, Accepted, Revoked, Expired).
  • Actions for each invitation.

[Placeholder for Screenshot of List Invitations Page]

Extending Expiry Dates

Coordinators can extend the expiry date of an invitation if it has expired:

  1. Click the Extend Expiry Date action on the invitation.

  2. Confirm the extension.

The invitation status will be updated to Pending, and the new expiration date will be set.

Revoking Invitations

To revoke an invitation:

  1. Click the Revoke Invitation action.

  2. Provide a reason for revocation in the modal.

  3. Confirm the revocation.

The invitee receives an email notification informing them of the revocation and the reason provided.

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Removing Revocation

Revoked invitations can be reinstated by:

  1. Clicking the Remove Revocation action.
  2. Confirming the removal.

{info} The invitation status will be updated to Pending, and the invitee can proceed with registration.

Notifications

The system ensures all stakeholders are informed through various notifications:

  • Invitee Registration Confirmation: Sent to invitees upon completing registration.
  • Invitation Revoked: Sent to invitees with the reason for revocation.
  • Invitation Expiry Extended: Sent to coordinators notifying them of the extension.
  • Participant Verification: Sent to participants to verify their email addresses.
  • Coordinator Registration Pending Confirmation: Sent to coordinators to confirm new coordinator registrations.

Invitation Statuses

An invitation can have the following statuses:

  • Pending: The invitee has not yet registered.
  • Pending Confirmation: The invitee has registered but requires coordinator confirmation.
  • Accepted: The invitee has registered and been verified.
  • Expired: The invitation has passed its expiry date.
  • Revoked: The invitation has been withdrawn by a coordinator.

Troubleshooting

Common Issues

  1. Expired Invitations: Invitations may expire if not used by the expiry date. Coordinators can extend the expiry date to allow registration.

  2. Revoked Invitations: Revoked invitations cannot be used for registration unless the coordinator removes the revocation.

  3. Duplicate Invitations: The system prevents duplicate invitations for the same email and exercise.

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Advanced Usage

Scheduler for Invitation Expiry

The system includes a scheduler to update the status of expired invitations daily. This ensures invitations are automatically marked as Expired when the expiry date passes.

Event Handling

Custom events and listeners ensure that registration, revocation, and reinstatement trigger appropriate notifications and updates.