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Inviting Families to the Family Portal

How to invite families, understand invitation statuses, and manage bulk invites.

Families can join your company in a few different ways:

  • A staff member adds and invites them manually

  • They sign up themselves using your enrolment link. 

ℹ️ If a staff member adds a family and they later sign up themselves using a different email address, this can create duplicate accounts. To avoid this, always check whether the family already exists before inviting.

📝 Staff members with "Financial Assistant" permission level or higher can send invitations.

How to Invite a Family

There are three common scenarios:

1. Inviting a Brand New Family

When creating a new family profile:

  1. Add the family details as normal

  2. Toggle on Send invitation to sign up for Class Manager

  3. Save the profile

The family will receive an email prompting them to:

  • Click Activate Account

  • Create a password

  • Complete their setup

2. Inviting an Existing Family in Your Account

If the family profile already exists:

  1. Go to Members → Families

  2. Open the family’s profile

  3. Click Invite to Class Manager

They’ll receive an email to activate their account and create a password.

3. Inviting a Family Who Already Uses Class Manager with Another Company

If the family already uses Class Manager with another company and you invite them using the same email address:

  • When they follow the invitation link, the system will recognise their email.

  • They’ll be prompted to enter their existing password.

  • Their existing account will then be linked to your company.

The next time they log in, they’ll be asked which company account they’d like to access.

Bulk Inviting Families

You can invite multiple families at once - especially useful after importing families.

To bulk invite:

  1. Go to Members → Families

  2. Use the checkboxes to select specific families or select all

  3. Click Actions

  4. Select Invite

After Sending Invitations

You’ll see a summary showing:

  • How many emails were successfully sent

  • How many families already had active accounts (no email sent again)

  • Any families that could not be invited

If a family doesn’t have an email address saved, you’ll see this message:

“The following famil(y/ies) ha(s/ve) a missing email address and so the invit(e/itations) could not be sent. Please add an email address and re-send the invite.”

Invitation Link Expiration

Invitation links will expire if:

  • You resend the invitation

  • 72 hours pass

  • The invitation is cancelled

  • The family is archived

  • The family is deleted

If a link expires, simply resend the invitation.

Understanding Invitation Statuses

On the Families page, you’ll see icons that show the status of each invitation:

  • Pending Invitation - A black clock icon appears once an invitation has been sent (even if the link has expired).

  • Account Activated - A green checkmark icon shows when the family has an active account.