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.
The Invitation navigation item features a dynamic badge that adapts based on the exercise timeline:
Before Exercise Start (more than 7 days before):
Close to Exercise Start (within 7 days):
During Exercise:
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.
To send an invitation:
Navigate to the Send Invitations page, accessed from the participant or invitation overview pages.
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:
{info} The system ensures that duplicate invitations are not sent to the same email address for the same exercise.
Each invitee will receive an email containing:
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Invited users:
Click the registration link in the email.
Complete the registration form, which includes:
Submit the form to complete their registration.
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Coordinators can view all invitations sent for an exercise on the List Invitations page. The invitation table displays:
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Coordinators can extend the expiry date of an invitation if it has expired:
Click the Extend Expiry Date action on the invitation.
Confirm the extension.
The invitation status will be updated to Pending, and the new expiration date will be set.
To revoke an invitation:
Click the Revoke Invitation action.
Provide a reason for revocation in the modal.
Confirm the revocation.
The invitee receives an email notification informing them of the revocation and the reason provided.
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Revoked invitations can be reinstated by:
{info} The invitation status will be updated to Pending, and the invitee can proceed with registration.
The system ensures all stakeholders are informed through various notifications:
An invitation can have the following statuses:
Expired Invitations: Invitations may expire if not used by the expiry date. Coordinators can extend the expiry date to allow registration.
Revoked Invitations: Revoked invitations cannot be used for registration unless the coordinator removes the revocation.
Duplicate Invitations: The system prevents duplicate invitations for the same email and exercise.
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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.
Custom events and listeners ensure that registration, revocation, and reinstatement trigger appropriate notifications and updates.