Invitation Acceptance User Guide (Non-Technical)

This guide explains how invited users (teachers/staff) join a school workspace using an invitation link.

Who should use this

• Invited teachers
• Invited staff members
• Support desk helping invited users

What invitation acceptance does

When invitation is accepted successfully:

1. user account is created
2. invited role is assigned
3. user can log in to the invited school domain

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1) Open invitation link

1. Open invitation email.
2. Click the invitation URL.
3. Invitation page shows:
   • school name
   • invited email
   • role name (if assigned)

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2) Understand invitation status

Invitation page can show three states:

• Pending: invitation is valid; user can complete signup
• Accepted: invitation already used; go to login
• Expired: invitation is no longer valid; request a new invite

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3) Accept invitation (pending state)

1. Enter full name.
2. Enter password.
3. Confirm password.
4. Click Accept invitation.

After success, the page switches to accepted state and shows a Go to login button.

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4) Important behavior

• Invitation email is fixed by the link; user cannot change it during acceptance.
• Invitation cannot be reused after acceptance.
• Expired invitation links cannot create accounts.
• If an account already exists with the invited email, acceptance is blocked.

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5) First login after acceptance

1. Click Go to login on accepted state page.
2. Log in using invited email and newly set password.
3. Access is based on the role assigned in invitation.

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Common issues and quick fixes

• Invitation invalid: link may be expired or already used; ask admin for new invite.
• Account already exists for invited email: ask admin whether to use existing account access instead of re-inviting.
• Password confirmation failed: password and confirm password must match.
• Cannot find invitation email: check spam/junk folder.
• Login not working after acceptance: confirm you are logging in on the correct school domain.

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If users do not see latest UI updates, ask technical support to run frontend build/dev commands (npm run build or npm run dev).