Invite people and manage roles

Inviting someone

Owners, administrators and lead coaches can invite.

1. Open Admin console → People → Members.
2. Under invitations, press Load Invitations if the list is not shown yet.
3. Enter their Email address and, if you like, Their name.
4. Choose what they Join as: Member (a student of the dojo), Competitor (on the competition team), Parent or guardian, or Coach.
5. Press Create Invitation.

The invitation is emailed to them. If the email cannot be sent, you get the link to send yourself. When they open it and sign in, they join straight away in that role — inviting them was the approval. An invitation works once and expires after 14 days; Revoke stops an open one at once.

Inviting the same person again

An address has one open invitation at a time. Inviting it again sends a new one in its place, and the old link stops working. You are asked first: briefly when nothing else changes, and with the full list when the students or the role change.

If the open invitation was sent to connect them to students — a parent invited for their child — the new one keeps those students. Inviting a parent for a second child connects them to both. Before anything is sent, you are shown every student the new invitation connects, with the ones already on their open invitation marked. A student who can no longer be connected, for example one archived since, is listed as no longer included, with the reason.

Invitations that connect students

An invitation can be sent to connect someone to students: from Invite to connect… on a student in People, from an import, or from a lead. They are connected to those students when they open the link in the invitation email, never because their account has the same address. That invitation lasts 14 days.

The link you are shown when you send it lets them join, and connects nobody. Until they open the email, the invitation's row says it is waiting. If the email's link has lapsed, or the email could not be sent, connect them from the student's record, or send a new invitation.

Inviting a family from a lead

After Add to roster on a lead in Growth, the lead offers Invite the family…. It invites the person who asked to the students that lead became, and they are connected to them when they open the link in the invitation email. Opening it also joins their enquiry to their account.

If you said who was joining when you added them to the roster, that answer is used. Otherwise you are asked whether the person who asked is the parent or guardian of everyone listed, or one of them themselves. Nothing is chosen for you. The lead's timeline then shows that the family was invited.

Changing a role

Change the Role select on someone's row. It asks first, says what will happen — for example, making someone a competitor gives them an athlete record so they appear on the team — and changes nothing if you cancel.

A dojo can give the roles Member, Competitor, Parent or guardian, and Coach. To add another owner or administrator, email info@KarateShowCase.com.

Lead coaches

On a coach's row, change the second drop-down from Coach to Lead coach. A lead coach can also run members, classes, content, the AI Sensei and the growth desk. Only owners and administrators can change it, and nobody can change their own. See Roles and permissions.

Removing, deactivating and reactivating

Open Member actions (⋯) on a row:

• Deactivate pauses someone's access; Reactivate restores it.
• Remove ends their membership. The record is kept for the audit trail but grants no access, and it cannot be restored here.

Deactivate and Remove ask for a reason. Only an administrator can deactivate or remove a family that pays for a recurring plan, and chooses what happens to the plan.