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.

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

3. Under Invite as, choose the role you are assigning:

4. Enter the family's Email Address (required).
5. Optionally, add the family's Name and select their Family Association from the dropdown if you have families already set up.
6. Optionally, type a short note in the Personal Message field — this appears in the invitation email.
7. 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.

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.

The Invitation Tracking page shows summary counts at the top:

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.

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:

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.

The member detail page shows two sections:

Member Information

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:

3. Click Update Role.

A confirmation message appears when the role is saved.

Next steps

• To approve a family's membership application after they sign up, see How to Review and Approve Membership Signups.
• To create an event for your members to register for, see How to Create an Event and Enable Member Registration.