What the Invite Workflow Does
The Invite Workflow is a multi-email campaign designed specifically for inviting constituents to join your platform. You select a communication group, configure up to three emails — an initial invite, a follow-up, and a final reminder — and schedule when they go out.
Two things make this different from a regular email campaign.
Smart Delivery:
The workflow only sends to constituents who haven't signed up yet.
Every time an email in the sequence goes out, the system checks each recipient's sign-up status and skips anyone who has already joined. You don't manage this — it happens automatically.
Unique Link:
Every email contains a personalized invite link tied to a specific constituent record.
If someone receives the invite at their work email but signs up using their personal Gmail, the system still connects that sign-up to their existing record. No duplicate is created. No manual cleanup is needed.
Before You Start: Communication Group
The workflow sends to a communication group — an email list of the constituents you want to invite. This group must exist before you create the workflow.
If you used "Pull constituent data for email lists" during your data pull, your communication group was created automatically.
If you used a standard constituent pull, go to Data Studio, find your list or query, and create a communication group from it.
Your group can be your full master list or a subset — for example, just one graduating class, alumni from a specific region, or a parent group. If you plan to run multiple workflows for different cohorts, create a separate communication group for each.
How to Set Up the Workflow
Go to Tools → Email Communications → Automation.
Click the + icon or Get Started to create a new automation.
Select "Invite members to sign up to the platform" and click Select.
Choose your communication group and name the workflow. Click Next.
Note: Only unregistered constituents in your communication group will receive the invite. Anyone who has already signed up is automatically excluded.Configure your first email: set the send date, time, and subject line. Edit the email template in the editor if needed. Click Next.
Configure your follow-up email with a new send date and subject. Click Next. Note: Follow-up emails are only sent to constituents who haven't signed up yet. Anyone who joined after the first email is automatically skipped.
Optionally add a third and final follow-up email, or skip this step.
Review your workflow on the confirmation screen — check dates, subject lines, and previews. Send a test email to yourself. Click Confirm to schedule.
The Invite Link
Each email template comes with an "Accept Invite" button that already contains the unique invite link. If you're making minor edits to the template — updating copy or swapping images — the link stays intact.
If you're rebuilding sections of the email or notice the button is missing, you can add the link two ways:
Special Links → Platform Invite Link — available in the email editor toolbar when editing any button or text element
Merge tag:
{{invite_link}}— paste this as a hyperlink anywhere in the email body
Do not remove the invite link from the email. Without it, the sign-up won't be connected to the constituent's existing record, which can lead to duplicate accounts.
Managing an Active Workflow
Once confirmed, your workflow appears in the Automation list. Workflows can be in three states:
Active — emails are still scheduled to send
Paused — you've held it manually
Completed — all emails have been sent
From the three-dot menu on any workflow, you can:
Action | What it does |
Pause | Stops the workflow. Remaining emails won't send until you resume. |
Edit | Change upcoming emails or reschedule send dates. |
Duplicate | Copy the workflow as a starting point for a new campaign. |
Delete | Permanently remove the workflow. |
Mark as Complete | Manually close the workflow before the final email sends. |
When a workflow completes:
Once the last scheduled email sends, the workflow closes automatically. If new constituents are added to your communication group after this point, they will not receive the emails — the workflow does not restart. To reach newly added constituents, create a new workflow.
Reports
Click Reports on any workflow to see how it's performing. Three metrics are available:
Total list size — the number of constituents in your communication group
Engaged — constituents who have interacted with the emails
Signed up on the platform — constituents who completed sign-up through this workflow
Running Multiple Workflows
You can create as many workflows as you need. Each workflow is independent — its own audience, its own emails, its own schedule — and the Smart Delivery logic applies to each one separately.
Common approaches: one workflow for a full community launch, a separate one for a specific class year, another for a reunion cohort or parent group. Name each one clearly so your list stays easy to manage.
FAQs
What happens if someone receives the invite at one email address but signs up with a different one?
The unique invite link in each email is tied to the constituent's record, not their email address. When they click the link and sign up — regardless of which email they use — their account is automatically connected to the correct record. No duplicate is created.
Does the workflow send to people who have already signed up?
No. Every time an email in the sequence goes out, the system checks each recipient's current sign-up status and skips anyone who has already joined.
Can I send the invite to just a subset of my constituents?
Yes. The workflow is sent to whichever communication group you select. Create a group that includes only the specific segment you want to invite — a single class year, a geographic region, a parent group — and point the workflow at that group.
What if I need to invite new constituents added after the workflow has completed?
Create a new workflow. Once a workflow completes, it does not restart — even if new members are added to the communication group. You can duplicate the completed workflow and point it at the updated group.
Can I edit the email after the workflow is active?
Yes, as long as the email hasn't been sent yet. Go to the workflow, click Edit, and make changes to upcoming emails or reschedule send dates.
What happens if I remove the invite link from the email?
The recipient can still sign up on your platform, but their sign-up won't be automatically connected to their existing record. This can result in a duplicate account. Always keep the invite link in the email.
How do I check if the invite link is still in the email?
Open the email in the editor and click the "Accept Invite" button (or whichever button you're using). Check that the URL is set to Special Links → Platform Invite Link. Alternatively, look for the merge tag {{invite_link}} in any text hyperlinks.
Can I run multiple workflows at the same time?
Yes. Each workflow operates independently. You can have several active workflows targeting different communication groups simultaneously.
Do I need to create the communication group before setting up the workflow?
Yes. The workflow requires an existing communication group. You select the group during setup — you cannot create one from within the workflow builder.
Where do I find the workflow reports?
Go to Tools → Email Communications → Automation. Find your workflow in the list and click Reports. You'll see the total list size, engagement, and sign-up numbers.