Batched invite emails
When you invite everyone on a portal at once, the invites do not go out immediately. They queue as a batch and wait. That wait is the point: if you realize you picked the wrong people, you cancel the batch and nothing is sent. Remind everyone not finished on the Requests screen queues its reminders the same way, with the same wait and the same Cancel button, and anyone who finishes while the batch waits is left out when it sends. An account holds one queued batch at a time, whichever kind it is.
Queuing a batch
Open the portal and click Email invites above the list of people. View the invite email in that window shows the wording each person will get, and Change the wording takes you to Automations to edit it. To say something to this group only, type it under Add a line to these invites: it appears under the greeting of each invite in the batch (up to 500 characters) and leaves your saved wording as it is. To send one person their link without the wait, use Email link on their row.
The checklist lists everyone on this portal with a valid email address. Anyone you have not emailed yet is ticked for you, up to the 100 a batch can hold, and anyone you have emailed carries an Emailed badge, so "invite everyone new" is one click. Select all and Select none are there for the rest. The button counts as you tick (Queue 12 invites), which is the real check when the list is long.
Someone whose link you revoked is listed with an Access removed badge and cannot be ticked, because a bulk invite never gives access back. To invite that person again, use Generate link on their row.
A batch holds up to 100 people. With more than 100 ticked, the Queue button is disabled until you untick some. For more than that, queue one batch, wait for it to send, then queue the next.
Your own account email has to be verified first. Until it is, the modal says so and the Queue button stays disabled.
Queuing creates a private link for anyone who did not have one yet. Cancelling the batch stops the emails, but those links stay in place.
The wait before it sends
About 60 minutes on a paid subscription. About 12 hours on a free trial. The confirmation tells you which applies.
Onboarding invites are rarely urgent, so the wait costs little and gives you a real undo. Nothing is sent during that window.
Cancelling
You get one queued batch at a time per account. Try to queue a second while one is waiting and the modal tells you to wait for it or cancel it first.
The queued batch sits on Emails under Batched emails, with how many invites it holds, which portal they are for, and roughly how long is left. Cancel batch asks you to confirm, then stops it. Nothing is sent, and you can queue a fresh batch straight away.
You can only cancel while the batch is still waiting. Once it has started sending, the page tells you it could not be cancelled.
What happens when it sends
Each person is handled separately, so one bad address never stops the rest:
- Each invite uses one email from your monthly email allowance, the same as sending one by hand. Forty invites is forty.
- Someone you deleted, or whose link you revoked, while the batch was waiting is skipped.
- Someone whose email address you changed or cleared while the batch was waiting is skipped, so their link never goes to the old address. Once the address is right, send their invite from their row.
- A send that fails is recorded against that person and the batch carries on.
- If your daily or monthly allowance runs out partway through, everyone left in the batch is skipped. Check the allowance before queuing a large batch.
Checking who got one
Activity shows every invite that was sent and what happened to it next: delivered, bounced, or refused. That is the page to open if someone says they did not get it.
People the batch skipped do not appear in Activity, because nothing was sent to them. To find them, click Email invites again: anyone who still has not been emailed is ticked for you, ready for the next batch.
Getting help
If a batch behaves in a way this article does not describe, email [email protected] with the portal name and roughly when you queued it.