App Invitations
Invitations are emails that tell a person they've been given door access and link them to the mobile app downloads (App Store and Google Play). This page covers the three ways invitations are sent — per user, in bulk, and automatically on sync — plus invitation statuses and common pitfalls.
What an invitation is (and isn't)
- An invitation is an email only. Users with only a phone number have no invitation channel — they can still sign in to the app directly (their phone number works for one-time-code login), but they won't receive the email.
- The email contains the facility name, the address the user should sign in with, and App Store / Google Play download links.
- An invitation does not grant access. Access comes from access rules or per-user grants. Sending an invite to someone without access just gets them an app they can't unlock with.
Figure 1: The invitation email a user receives — sent from no-reply@performancehub.co with the subject "Your Door & Gate Access invitation", it names the facility they've been granted access to and links to the App Store and Google Play downloads
Invitation status
Each user's invitation state is shown in their detail panel and available as the Invitation filter in User Access:
| Status | Meaning |
|---|---|
| Not invited | No invitation email has been sent |
| Invited | An invitation was sent (timestamp shown). The list badge Invited appears until the user first uses the app |
| Send failed | The last attempt to send failed — use Resend invitation email to retry |
Once a user has actually signed in (App adoption: Active), the Invited badge disappears — invitations have done their job.
Sending an invitation to one user
- Open User Access and click the user.
- Scroll to the Invitation section.
- Click Send invitation email (or Resend invitation email if one was sent before).
You'll see Invitation email sent on success. If the user has no email address, add one first — the section explains the email requirement.
You can also invite at creation time: the Add user dialog and the CSV import wizard both have a Send email invitation checkbox (on by default, and only applies to users with an email).
Bulk invitations
Use the bulk dialog to invite many users at once: Settings → Sync settings → App invitations → Send invitations…
Figure 2: The Send app invitations dialog
By default the bulk send targets users who:
- have an email address,
- currently have access (would pass a rule or have a grant),
- have never been invited, and
- have never used the app.
Two checkboxes (both off by default) widen the audience:
| Option | Effect |
|---|---|
| Also re-send to users who were already invited | Includes previously-invited users who still haven't used the app |
| Also include users who don't currently have access | Includes users who wouldn't currently pass any rule or grant |
The dialog previews exactly how many users will receive an email (with a sample recipient list and a note about phone-only users being excluded), then sends in batches with live progress — "Please keep this window open until sending completes." The final summary shows sent, failed, and skipped (no longer eligible) counts. Up to 50 invitations are sent per batch request; the dialog handles batching automatically.
Automatic invitations on sync
If you sync users from an integration, you can have invitations go out automatically: Settings → Sync settings → App invitations → Auto-send app invitations.
When on, each sync pass emails an invitation to synced users who:
- have an email address,
- currently have access, and
- have not been invited before — "Email only; never re-sends."
A failed auto-send is retried on the next sync pass. See Sync & Integrations.
Troubleshooting invitations
| Symptom | Cause | Fix |
|---|---|---|
| Send button disabled / "no email" | User has no email address | Add an email to the user (or have them sign in directly with their phone number) |
| Status shows Send failed | The email could not be delivered by the mail service | Check the address for typos, then Resend invitation email |
| User not included in bulk send | They were already invited, have used the app, lack an email, or don't currently have access | Use the dialog's include checkboxes, or invite them individually from their panel |
| Auto-invite never fires | Auto-send app invitations is off, or sync itself is disabled | Enable both under Settings → Sync settings |
| User got the email but can't unlock | Invitations don't grant access | Check access rules and grants |
Related pages
- User Access
- Sync & Integrations
- Mobile app guide — what the member sees after installing