Residents & Board
Inviting everyone at once
One button sends every person on your roster their own link - it claims their home for them, so nobody waits in the pending queue. What each channel sends, who gets skipped, and how to chase the ones who never joined.
Last updated August 20, 2026
The join code is the “come find us” path: you post it, and residents who notice sign up and wait for you to approve them. Invite everyone is the other direction. It takes the roster you already have - the owners, tenants and billing contacts on your properties - and sends each person their own link that claims their home for them.
Nothing to approve. Nothing to type. They tap the link, create an account, and land inside their home with their balance already showing.
Where to find it
- Members → the purple Community Join Code header → Invite everyone
- Members → Residents & contacts tab → the progress card at the top
- Right after an import finishes → Invite everyone now
What it sends
You get a preview before anything goes out, grouped by how each person can be reached.
| Group | What happens |
|---|---|
| An email from your community with a big Claim my home button, plus your join code as a backup. | |
| Text | One short text from your Herald line with the same link. Used when there is no email on file. |
| Letter only | Nothing is sent. These people have no email and no phone, so they are handed to Formal Letters. |
| Unreachable | No email, no phone and no address to mail to. Add a contact detail first. |
Everyone in the Email and Text groups is checked by default - owners, tenants and billing contacts alike. Uncheck anyone you would rather not contact.
If a person has both an email and a phone, they get one message, by email. This is one invite per person, not one per channel.
Who gets skipped, and why it says so
The preview lists everybody, including the people it will not send to, with the reason on the row:
- Joined - an account is already attached to this person. They are in; an invite would be noise.
- Invited - an invite already went to them. One-time means one-time: the run will not double-send.
- Unsubscribed from email - they clicked unsubscribe in a community email. If they have a phone number, they still get a text: the opt-out was about email, not about being contacted.
The link itself
Each link is signed and belongs to one person at one property. It cannot be edited into a neighbor’s address, and it carries nothing about the recipient - no email, no phone, no name.
- Links work for 30 days.
- A person can tap theirs more than once (people forward links, or tap twice).
- Once the home is claimed, that link stops working for anyone else.
If a link has expired, nothing breaks - the resident lands on the normal “find your address” screen with their address already filled in, and a short note explaining why.
Chasing the ones who never joined
The Residents & contacts tab carries a progress line:
Invited 14 of 16 · 9 joined · 5 still out
Resend to the 5 reopens the same window in resend mode, with only the people who were invited and still have no account. There is no automatic follow-up ladder - HomeHerald will never re-send on its own. The board decides when, and how often.
Letters for the people with no email or phone
Paper costs real money per piece, so invites are never mailed automatically. In the Letter only group:
- Prepare letters opens Formal Letters (sidebar, under Communicate) with the Welcome Letter template already picked.
- Copy list puts those names and mailing addresses on your clipboard so you can find them in the recipient list.
The welcome letter already prints your join code and, if you have that switched on, a QR code - so a mailed invite still gets someone into the app.
Good to know
- Demo communities walk the whole flow and send nothing.
- Batches. Up to 500 people in one run, sent in small groups so a brand new sending address is not flagged as spam. If your roster is bigger, uncheck some, send, then send the rest.
- One run at a time. After a run, the next one waits ten minutes. Single invites from Add resident are not affected.
- Texting needs a plan that includes SMS. If yours does not, the email invites still go out and the window tells you which ones did not.
- Every invite email carries the same honest footer and one-click unsubscribe as any other community announcement. An invite is an announcement, not a required notice.
Inviting one person
You do not need the whole roster for this. Adding someone under Add resident (from Members or from any property) has a Send invite now checkbox, on by default whenever there is an email or phone. It sends the same signed link to that one person.
Where to go next
- Inviting residents - the join code and pre-approval flows this sits on top of
- Approving pending residents - for signups that come in without an invite
- Residents and contacts on a property - where the roster people live