--- title: "Managing email invitations for new members" description: "Administrators track, resend and cancel pending invitations from Administration > Invitations, and control the automatic reminder emails." category: administration-security section: users-and-access tags: [admin] type: Tutorial lastUpdated: 2026-08-05 locale: en canonical: https://support.talkspirit.com/en/administration-security/manage-email-invitations-for-new-members --- # Managing email invitations for new members ## Managing email invitations for new members Everything you can do with an invitation that has already gone out lives on one screen: **Administration > Invitations**. From there you see who has been invited and has not yet signed in, you resend an invitation, and you cancel one. You need administrator rights to open it. ## Invitation emails ignore the organisation-wide email switch If you are staging your organisation and have turned email notifications off for everyone, read this before you invite anyone. That switch stops notification emails only. **Invitation emails are sent anyway.** So an organisation you believe is silent will still mail every person you invite, and they will receive a link to a platform they have not been told about. If you are setting up before an announcement, do not invite people yet. Build your structure first, then invite when you are ready for people to hear from you. ## Where do I find pending invitations? 1. Open **Administration**. 2. Under **People**, click **Invitations**. ![The Invitations screen in Talkspirit Administration, with the Invitations and Settings tabs and the Invite button](/images/administration-security/manage-email-invitations-for-new-members/01-administration-invitations.png) The **Invitations** tab lists everyone who has been invited and has not yet joined. Once a person signs up, their row disappears from this list and they appear under **Users** instead. Each row shows: - **Email**, with a **Member** or **Guest** badge. - **Name**, if you supplied one when inviting. - **Status**: **Pending**, or **Bounced** if the address rejected our email. - **Sent**: how many invitations this person has been sent in total. - **Invited on**: the date the first invitation was created. Use the search box on the right to find someone by name or email. Long lists load in pages, so click **Load more** if the person you want is not shown yet. ## How do I resend an invitation? 1. On the row you want, click the **...** button at the end. 2. Click **Resend invitation**. A confirmation appears at the bottom of the screen and the **Sent** count goes up. You resend one person at a time. There is no control that resends to everyone at once, so for a large group plan to work through the list, or cancel the invitations and invite the group again. Resending reuses the personal message from the original invitation. If you want to send a different message, cancel the invitation and create a new one. ## How do I cancel an invitation? 1. On the row you want, click the **...** button at the end. 2. Click **Delete**, then **Delete invitation** to confirm. The person can no longer use the link they were sent, and the reminders still queued for them are dropped. You can invite the same address again at any time. ## What does Talkspirit send automatically? One invitation goes out when you create the invitation. After that, Talkspirit sends three reminders to anyone who has not signed up yet: **2 days, 7 days and 14 days** after the invitation was created. Then it stops. Two things about those emails are worth knowing before someone asks you: - **The email is written in your language, not the recipient's.** It uses the language of the administrator who sent the invitation. - **Replies go to you.** The reply-to address is the administrator who sent the invitation, so a puzzled recipient answers you directly. Resending by hand does not cancel the automatic reminders and does not restart them. The only thing that stops them is the person signing up, or you cancelling the invitation. ## The status says Bounced. What now? **Bounced** means our mail server was told the address does not accept mail, usually because of a typo or a closed account. Once an invitation has bounced, resending it does nothing. The screen will still show a success message and the **Sent** count will still rise, but no email leaves. Inviting the same address again has the same result. To get past it: 1. Check the address with the person, in a channel that works. 2. Delete the bounced invitation. 3. Invite them again with the corrected address. Deleting first is the step people miss. It is what clears the bounce. ## A member says the invitation never arrived Work through these in order: 1. Check the **Status** column. If it says **Bounced**, follow the section above. 2. Check the address itself for a typo. Cancel and reinvite if it is wrong. 3. Ask them to look in spam and in any quarantine their employer runs. Invitation reminders are sent as bulk email rather than transactional email, so they are filtered more aggressively than the first one. 4. Ask their IT team to allow Talkspirit's sender address and mail servers. See [Email technical requirements](/administration-security/email-technical-requirements). If nothing works, someone without a usable email address can still be given access with an identifier instead. See [Adding users without an email address](/administration-security/users-without-email). ## Who else can send invitations? Open the **Settings** tab on the same screen. ![The Settings tab of the Invitations screen, showing the member invitation permission and the invitation link](/images/administration-security/manage-email-invitations-for-new-members/02-invitation-settings.png) - **Allow members to invite new members** lets ordinary members invite people. Turn on **Restrict to allowed domains** to limit them to the email domains you allow for sign-up. Note that members reach their own invite control in the classic interface, on the **Users** screen — in the new interface, inviting stays with administrators whatever this setting says. - **Enable the invitation link** creates a sign-up link that anyone who has it can use to join. Copy it with the button beside the field. Invitations created by members appear in the same list, and you manage them the same way. ## Exporting the list The **Invitations** page in the new interface has no export. To download the list of people you have invited, open the classic interface, where **Download invitations (Excel format)** produces an XLSX file of every pending invitation. Like the page itself, it is available to administrators only. ## What's next? - [Inviting new users, members, or guests](/administration-security/inviting-new-users-members-or-guests) - [Email technical requirements](/administration-security/email-technical-requirements) - [Adding users without an email address](/administration-security/users-without-email)