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How to Invite Families and Manage Your Member Directory

Overview

Once your co-op site is set up, you are ready to bring families on board. This guide covers:

  • Sending a membership invitation to a family
  • What the invited family sees when they follow the link
  • Tracking invitation status
  • Viewing and searching the member directory
  • Opening a member record and updating a member's role

Step 1: Send an invitation

  1. Sign in to your admin panel.
  2. In the left sidebar, click Invite Members.

Invite Members form — desktop view

The Invite Members page opens with the Single Invite tab selected.

  1. Under Invite as, choose the role you are assigning:
Option Who it is for
Member A family joining to participate in co-op activities
Co-Admin A trusted parent you want to help manage the co-op
  1. Enter the family's Email Address (required).
  2. Optionally, add the family's Name and select their Family Association from the dropdown if you have families already set up.
  3. Optionally, type a short note in the Personal Message field — this appears in the invitation email.
  4. Click Send Invitation.

CooplyHQ sends the family an email with a link to complete their membership application.

Tip: To invite several families at once, click the Bulk Invite tab and follow the on-screen instructions.

Step 2: What the family sees

When a family receives the invitation email and clicks the link, they arrive at your co-op's membership application.

Family membership application — desktop view

The application walks the family through three steps:

  1. Contact Info — primary guardian's name, email address, and phone number
  2. Household — adding children and other household members
  3. Membership — selecting a membership plan and completing payment (if applicable)

Once submitted, the family appears in your Membership Signups queue for approval.

Step 3: Track invitations

To see the status of every invitation you have sent:

  1. In the left sidebar, click Invitations.

Invitation Tracking page — desktop view

The Invitation Tracking page shows summary counts at the top:

Counter Meaning
Total Sent All invitations ever sent
Pending Sent but not yet accepted
Accepted Family completed their application
Expired Invitation link is no longer valid

Use the Search by email box to find a specific invitation, or use the All / Pending / Accepted / Expired filter tabs to narrow the list.

From the Actions column you can resend or cancel individual invitations.

Step 4: View the member directory

The member directory shows every person who has joined your co-op.

  1. Go to your admin Dashboard.
  2. In the dashboard widgets, click Active Families to open the member directory.

Member directory — desktop view

The Members page shows a table with each member's name, email, role, and the date they last logged in.

Filter by role

Use the filter buttons at the top of the list to show only members with a specific role:

Filter Who it shows
All Every member, regardless of role
Admins Co-op administrators
Staff Staff members who help manage events and registrations
Guardians Parents and guardians who have completed membership
Members Members with basic access

Search by name or email

Type in the Search by name or email box to filter the list as you type. This is useful when your co-op has many members and you are looking for a specific person.

Step 5: Open a member record

  1. In the member directory, find the person you want to view.
  2. Click Manage on their row.

Member detail page — desktop view

The member detail page shows two sections:

Member Information

Field What it shows
Email The member's login email address
Email Verified Whether the email has been verified, and when
Last Login The date and time of their most recent sign-in
Member Since The date their account was created

Manage Role

The current role is highlighted. See Step 6 to change it.

Step 6: Change a member's role

  1. On the member detail page, find the Manage Role section.
  2. Select the role you want to assign:
Role Access level
Admin Full access to all co-op features and settings
Staff Can manage events, registrations, and view member information
Guardian Can view events, register for events, and manage their family
Member Basic access to view events and registrations
  1. Click Update Role.

A confirmation message appears when the role is saved.

Next steps

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