Contents

• Overview
• What is an Invite-Only Program?
• ⚠️ Important Notes
• Step-By-Step Instructions
  • Step 1: Enable "Invitation Only"
  • Step 2: Invite Applicants
    • Method 1: Invite one applicant at a time
    • Method 2: Invite multiple applicants by CSV upload
      • If the upload was successful
      • If the upload fails
• Manage Invitations
  • Resend an invitation (If needed)
• How Does an Invite-Only Program Appear to Applicants?

Overview

This guide shows Program Admins how to set up and manage invite-only programs. 
 

What is an Invite-Only Program? 

An invite-only program requires applicants to enter an invitation code before they can apply. 

Use this setting when you want to limit applications to a specific group, such as past grantees, nominated candidates, or a pre-selected list of applicants. 

• Who can set a program to “Invitation Only?” 
  • Organization Owners 
  • Client Admins 
  • Program Owners 
  • Program Managers

⚠️ Important Notes

• Once the first invitation is sent, the invite-only toggle cannot be turned off and the invitation code cannot be changed. The toggle also locks permanently when Test Mode starts.

📌 Note: If you need to enable invite-only after Test Mode has started, or change the invitation code, please contact Support. Once the code is changed, any applicants who received the old code will be prompted to enter the new one when they apply. 

• The invitation code is set at the program level and shared across all cycles in the program.
   
• The invitation code is not tied to a specific person. If an applicant shares their code, someone else could use it. We recommend monitoring incoming applications to make sure only intended applicants apply.

Step-By-Step Instructions

Step 1: Enable "Invitation Only" 

1. Open the program, and click Program Settings in the left-hand menu.
    
2. Click Program Setup in the left-menu, then click the down arrow on the far-right of the General category at the top to expand it. 
   
   
    
3. At the bottom of the General category, toggle “Is this an invitation only program?” to Yes. 
   
   
    
4. An 8-character Invitation Code will appear automatically beneath the toggle. 
   
   
    
5. Optionally, you can click into the textbox to edit the code. It must be exactly 8 characters, include at least one letter and one number, and cannot include spaces or special characters. 
   
   📌Note: The default code is all lowercase, but you can use upper-case characters if you create your own code.
    
6. When finished, click Save Changes in the upper-right corner.
   
   

Step 2: Invite Applicants 

Within the system, you can invite applicants individually or in bulk via a CSV upload.

You can also share the invitation code directly with applicants outside the platform — for example, in an email to prospective or returning applicants — without sending invitations through the system. 
 

1. Open the Award Cycle (Open the Program > Program Settings >  All Award Cycles > Click “Open” next to the cycle). 
   
   
    
2. On the Cycle Settings screen, click Intake at the top. Then, select Invite Applicants from the left-hand menu 
   
   
    

Method 1: Invite one applicant at a time 

1. In the Invite tab, under “Invite Applicant,” enter the applicant’s First Name, Last Name, and Email.
   
   
    
2. Click Add Participants. 
   
   
    

• The applicant will appear in the Applicants History table on the Invite Applicants screen. They will receive an email with their invitation code and a link to the application portal. 
  
  
  📌Note: The invitation email is not currently customizable. To check the status of an invitation email, review your Communications Log.
   

3. Repeat steps 1-2 above for each applicant.

Method 2: Invite multiple applicants by CSV upload

1. Click Download Template in the upper-right corner. 
   
   
    
2. Open the downloaded file. 
    
3. In the CSV, fill in each applicant’s First Name, Last Name, and Email.
   
   
    
4. Return to the Invite Applicants page (To get there: Open the award cycle, then click Intake > Invite Applicants), and click Upload CSV. 
   
   
    
5. Select the file from your device. 
    

If the upload was successful

• A confirmation message will appear in the bottom-left: “The file has been uploaded successfully.” 
   
• The applicants will appear in the Applicants History table. 
  
  
   
• The applicants will receive an email with the invitation code and a link to the application portal. 
  
  

📌Note:  To check the status of an invitation email, review your Communications Log.
 

If the upload fails

• An error message will appear in the bottom-left. 
  
  To view errors: 

1. Click the Upload History tab on the Invite Applicants screen to view errors. 
   
   
    
2. In the Upload History tab, click the download icon next to “errors detected.”
    
3. Open the downloaded file. 
    
4. Review the “Summary” column for each row in the file to see errors. Common errors may include: email already exists, invalid email, and missing information.
    
5. Correct your errors and repeat steps 1-5 above.
    

Manage Invitations

After sending invitations, you can track an applicant’s status in the Applicants History table on the Invite Applicants screen. 

• The Applicants History table shows invitations sent across all cycles in the program, not just the current one. 
   

• Click “Filter” in the upper-right corner to sort by “Invitation Status” or “Date Range.” 
  
  

   

• The table includes the following information:
   
  • Name: Applicant's first and last name
  • Email: Email address the invitation was sent to
  • Created On: Date and time the invitation was sent
  • Invitation Status: 
    • Invited: Has not yet created an account with your organization.
    • Active: Has created an account with your organization.
       

Resend an invitation (If needed)

You can only resend an invitation through the system if an applicant's Invitation Status is “Invited.” 

1. Click Action in the invited applicant's row, then select Reinvite. 
   
   📌Note: Once an applicant’s Invitation Status is “Active,” the Reinvite option is no longer available, and you must reach out to them outside of the system. 
   
   
   💡 Tip: If an applicant isn't receiving emails, see ➡️Not Receiving Emails From Next.
    

How Does an Invite-Only Program Appear to Applicants? 

An invite-only program is visible to the public under your organization’s opportunities page, with a lock icon indicating it is invite-only. 

• When an applicant clicks “Apply,” they will be prompted to enter the invitation code. The invitation code is case-sensitive. Applicants must enter it exactly as provided. 
   
• Applicants who receive an invitation email can also access the program by clicking the “Log In” link in that email. They will be prompted to enter the code, too. 
  
  
   
• Once an applicant enters the code, they will be taken to the Eligibility Form (if required) or the Intake Form to begin the application process. 
  
  
   

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