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Welcoming imported members in waves

After the Portava team imports your member list, you decide who is welcomed in and when, a wave at a time.

This article is for the administrators who run an organisation's Portava portal.

In short

  • An import creates every member’s record silently. Nobody is emailed until you send welcome invites.
  • Select members and choose Send welcome invites. Up to 25 go now; larger waves go out over the following hours.
  • The Welcome filter and the progress strip under Members show who has claimed their account.

Send the Portava team your member list as a CSV file and they load it for you. This creates every member’s record, their company and their membership dates, and an account for each person. Nothing is emailed. Your directory is complete and quiet, ready for you to check before anyone arrives.

Sending welcome invites

Under Members, tick the people you want to welcome first and choose Send welcome invites. Each gets an email from your portal, Member welcome, with a link to set their password. Their account and membership already exist, so that is all the link does.

A founding wave is simply a first, smaller selection. When it has landed well, select the rest.

The limits

  • Up to 25 invites are sent straight away. A larger wave is queued and goes out over the following hours, up to 50 an hour.
  • Anyone who has already signed in, was invited in the last day, or has unsubscribed is skipped, and you are told how many.
  • A member can be sent a fresh invite after 24 hours.
  • The link lasts 7 days. An expired link tells them to ask you for a fresh one.

The email always sends and is not held by your sending hours, though a paused portal or the frequency cap still holds it. You can rewrite its wording under Operations, then Email.

What the member sees

The link opens a page that says their account is ready and asks for a password. They then sign in as usual. Once someone has signed in for the first time, a welcome link can no longer change their password; if they forget it, they use the reset on the sign-in page.

Seeing who has claimed

While anyone is still unclaimed, a strip at the top of Members shows how many have signed in, how many are invited, and how many are not yet invited, with a link to that remainder. The Welcome filter splits the list into Not invited, Invite queued, Invited and Claimed, and unclaimed members carry a quiet badge in the list.