Inviting Your First Users

Overview

Once your school profile is set up, the next step is bringing your team on board. MartialFlow uses an invitation email system: you send an invitation to a staff member's email address, they click the link in the email and accept the invitation, and their account is created with the role you assigned.

This short guide covers the essentials for your first invitations. For the full walkthrough — roles in depth, onboarding tips, and troubleshooting — see Inviting New Users.

Prerequisites

• You have Director permissions (required to invite users)
• You have completed School Profile Setup
• You have the email addresses of the staff you want to invite

How the Invitation Flow Works

1. Send the invitation — from user management (Tables → Users), invite the new team member by email and choose their role
2. They receive an email — the invitation email contains a secure link
3. They accept — clicking the link lets them accept the invitation and set up their own credentials
4. They're in — the account is active with the role you assigned, scoped to your school's data only

Pending invitations are listed alongside your users, so you can see who hasn't accepted yet and re-invite if an email went astray.

Choosing the Right Role

• Director — school owners and leadership; full access, including inviting users. Assign sparingly.
• Administrator — office managers and senior staff; day-to-day management without user administration.
• Instructor — teaching staff; focused access, including group dashboards. The most common role.

See Understanding User Roles & Permissions for details.

After They Accept

1. Verify access — have them log in and confirm they see the features their role should provide
2. Assign instructor groups — for instructors, create groups under Tables → Instructor Groups and assign them so they get their group dashboard (Dashboards → Groups)
3. Encourage security setup — profile completion and multi-factor authentication under Settings
4. Provide a quick orientation — the Basic Navigation Guide is a good starting point

Common Questions

The invitation email didn't arrive — ask them to check spam/junk folders, confirm the email address is correct, and re-send the invitation.

Wrong role assigned? — roles can be changed after the account is created; edit the user in Tables → Users.

Can I create an account without an invitation? — invitations are the standard way to add team members; they ensure each user verifies their own email and sets their own password.

Next Steps

1. Inviting New Users - The complete guide to invitations and onboarding
2. Understanding User Roles & Permissions - Pick the right access level
3. Basic Navigation Guide - Help new users find their way around

A few well-placed invitations and your whole team can work from the same system — each person with exactly the access their role needs.