How do Invites work?

What are Invites?

To add Team members to your Welcome screen, you need to invite them to Arrival App. When you send an invitation to a Team member, they receive an email with a link that prompts them to provide the phone number Arrival App will use to notify them when a visitor of theirs has arrived.

You can also use Invites to invite Team members who will not appear on the Welcome screen, but who will help you manage Arrival App settings. Learn more about this option here.

How do I send Invites?

  • Log in to Preview Mode.
  • Click on Invite someone new.
A screen with the message, "Welcome. Please check in with the person you are here to see." Four names of are listed, and there is a button at the bottom of the screen which is highlighted that says "Invite someone new."

  • If you are not currently on the Welcome screen, Arrival App will prompt you to add yourself by checking a box. However, if you have already been added to the Welcome screen, this box will not appear.
  • Enter the email address(s) of the Team member(s) you wish to invite to Arrival App.
A screenshot of a pop up with the text, Invite your team! Simply add your teams emails and write an optional message to invite them to Arrival App. Once accepted, you'll see their profiles in the Team page under the Gear Icon. Then, three emails are entered in the fields provided.

  • For each Team member who will appear on the Welcome screen, check the box Show on Welcome screen next to their name.
An email address next to a checkbox that is checked. The checkbox says "Show on welcome screen."
  • If needed, customize the contents of the email they will receive.
A screenshot of the email template that goes out to Invites. The section of the email template that can be edited by admin users is circled in orange.
  • Click Send Invites.
A screenshot of the email template that goes out to Invites. There is an orange arrow point to a blue button labeled "Send Invites".

What does Show on Welcome screen mean?

When you invite Team members who receive visitors to appear on your Welcome screen, you should check the Show on Welcome screen box next to their email address.

An email address next to a checkbox that is checked. The checkbox says "Show on welcome screen."

When these Team members receive their invite, they will be prompted to provide a phone number for Arrival App to use to notify them when their visitors arrive.

You may also have Team members who do not receive visitors, such as an Office Manager. For example, you may wish to give your Office Manager access to Preview Mode, so they can log into Arrival App and perform tasks such as inviting new Team members. In this instance, you would leave the Show on Welcome screen box unchecked. When these Team members receive their Invite, they will not be prompted to provide a phone number, and will simply be asked to confirm the email address they will use to log into Arrival App.

What happens when an Invite gets sent?

When you send a Team member an invite, they receive an email with a link to accept their invite.

A screenshot of a sample email that goes out with an Invite. It says "Rebecca Solomon has just invited you to join them in Arrival App - the simple and secure way for your visitors to let you know when they arrive." It has a blue button that says "Accept Invite" for the recipient to click.

If you have indicated that the Team member is to appear on your Welcome screen, once they click on the link in their email, they will be asked to designate their display name, i.e., how they wish to appear on the Welcome screen.

A screenshot showing a screen with several places for information to be entered by the recipient of an email Invite, including a field labeled "Display Name", a field labeled "First Name", a field labeled "Last Name", and a field labeled "Email".

For example, they may wish to appear as Dr. Jane Smith, or Jane Smith, MD. You can make changes to their display name any time from the Team page.

They will next be asked to confirm their email address, and to create a password.

A screenshot showing the continuation of the previous screen with several places for information to be entered by the recipient of an email Invite, including the fields labeled "First Name", "Last Name", and "Email", as well as several new fields, including a checkbox next to which is the sentence, "I confirm this email address is mine, and I agree for Arrival App to send me emails with account alerts and notices." as well as a field to enter a password, a field to confirm the password, a blue button labeled "Next", below which is written "By selecting NEXT, I agree to Arrival App's Terms of Service. Check out our Privacy Policy to learn more about how your information is handled." In the preceding sentences, both "Terms of Service" and "Privacy Policy" is hyperlinked.

Then, they will need to provide and validate their phone number.

A screenshot with the text, "What's your number? We'll need this to send you text messages when visitors check in with you." There is a field labeled "Your phone number:" for the Invite recipient to enter their phone number. Below this is "Send confirmation code. Have your phone nearby and we'll now quickly send you a confirmation code to verify you're you." Then, there is a checkbox next to which is the sentence, "By enrolling my phone number, I agree to receive text messages and other alerts from Arrival App as described in the Terms of Service", in which "Terms of Service" is hyperlinked." Beneath the checkbox and accompanying sentence is a blue button labeled "Send Code".

Arrival App will validate their phone number by sending a code to the phone number they provide. As soon as their phone number is validated, they will receive a confirmation text message.

A screenshot of a text message that says "Welcome to Arrival App! Reply STOP to discontinue receiving text messages. Learn more about how we use your info at https://arrivalapp.com/privacy/"

They will be added to the Welcome screen, and will be able to receive text messages from Arrival App when their visitors check in.

For Team members who will not appear on your Welcome screen, once they click on the link in their email, they will be asked to confirm their email address.

A screenshot showing a screen with several places for information to be entered by the recipient of an email Invite, including a field labeled "First Name", a field labeled "Last Name", a field labeled "Email", a field to enter a password, a field to confirm the password, and a blue button labeled "Next".

What if a Team member does not receive an Invite?

If a Team member does not receive an invite,

  • Double check that you have sent the invite to the correct email address. You can do this by taking the following steps:
    • In Preview Mode, click on the gear icon, and select Invites.
A screenshot of the options that appear when the gear icon for settings is activated. At the top of the dropdown is the word, "Settings". Under that is "Bayview Therapists" which is the name of the sample therapy practice. Under "Bayview Therapists" are two options: "Team" with an icon showing a head and a body, and "Invites" with an icon showing an envelope. There is an orange arrow pointing to "Invites".
  • Confirm that the email address listed for your Team member is their correct email address.
A screenshot with the title "Bayview Therapists Settings" in the upper left hand corner and a blue button labeled "Done" in the upper right hand corner. There is a table with columns entitled "Email", "Sent", "Invite Status", and "Actions". There is one row in the table. Under the "Email" column is the email "marc@therapists.com" with an orange arrow pointing to it, under the "Sent" column are the words "Expires in 30 days", and under the "Invite status" column is the word "Sent". Under the table is a blue button labeled "Invite someone new".
  • If there is an error in the email address, under Actions, click on Delete.
A screenshot with the title "Bayview Therapists Settings" in the upper left hand corner and a blue button labeled "Done" in the upper right hand corner. There is a table with columns entitled "Email", "Sent", "Invite Status", and "Actions". There is one row in the table. Under the "Email" column is the email "marc@therapists.com", under the "Sent" column are the words "Expires in 30 days". There is a box under the "Actions" column that has two options listed: "Resend Invite" next to an envelope icon, and "Delete Invite" next to a trash can icon. There is an orange arrow pointing to "Delete Invite". Under the table is a blue button labeled "Invite someone new".
  • If needed, you can then send a new Invite.
  • If you have confirmed that you have sent the Invite to the correct email address, ask your Team member to check their Spam folder.
  • If the email address is correct, and your Team member still cannot locate their invite, you can resend the invite by clicking Resend Invite under Actions.
A screenshot with the title "Bayview Therapists Settings" in the upper left hand corner and a blue button labeled "Done" in the upper right hand corner. There is a table with columns entitled "Email", "Sent", "Invite Status", and "Actions". There is one row in the table. Under the "Email" column is the email "marc@therapists.com", under the "Sent" column are the words "Expires in 30 days". There is a box under the "Actions" column that has two options listed: "Resend Invite" next to an envelope icon, and "Delete Invite" next to a trash can icon. There is an orange arrow pointing to "Resend Invite". Under the table is a blue button labeled "Invite someone new".

Oops! I sent an Invite to the wrong email address! How do I delete an Invite?

If you send an invite in error, as long as the invite has not been responded to, you can delete it by taking the following steps:

  • In Preview Mode, click on the gear icon, and select Invites.
A screenshot of the options that appear when the gear icon for settings is activated. At the top of the dropdown is the word, "Settings". Under that is "Bayview Therapists" which is the name of the sample therapy practice. Under "Bayview Therapists" are two options: "Team" with an icon showing a head and a body, and "Invites" with an icon showing an envelope. There is an orange arrow pointing to "Invites".
  • Find the row with the email address of the erroneously sent Invite, and under Actions, click on Delete.
A screenshot with the title "Bayview Therapists Settings" in the upper left hand corner and a blue button labeled "Done" in the upper right hand corner. There is a table with columns entitled "Email", "Sent", "Invite Status", and "Actions". There is one row in the table. Under the "Email" column is the email "marc@therapists.com", under the "Sent" column are the words "Expires in 30 days". There is a box under the "Actions" column that has two options listed: "Resend Invite" next to an envelope icon, and "Delete Invite" next to a trash can icon. There is an orange arrow pointing to "Delete Invite". Under the table is a blue button labeled "Invite someone new".

If the Invite has been responded to, the person who responded to the Invite will now appear on your Team page. If needed, you can delete the user from the Team page.

Why do Invites expire?

As a security precaution, invite links expire after 30 days. Invite recipients are notified by email two days before their link expires. If an invite link expires and you need to send another Invite, you can resend the invite by taking the following steps:

  • In Preview Mode, click on the gear icon, and select Invites.
A screenshot of the options that appear when the gear icon for settings is activated. At the top of the dropdown is the word, "Settings". Under that is "Bayview Therapists" which is the name of the sample therapy practice. Under "Bayview Therapists" are two options: "Team" with an icon showing a head and a body, and "Invites" with an icon showing an envelope. There is an orange arrow pointing to "Invites".
  • Find the row with the email address of the Team member whose invite you want to resend, and, under Actions, click on Resend.
A screenshot with the title "Bayview Therapists Settings" in the upper left hand corner and a blue button labeled "Done" in the upper right hand corner. There is a table with columns entitled "Email", "Sent", "Invite Status", and "Actions". There are two rows in the table. In the first row, under the "Email" column is the email "marc@therapists.com", under the "Sent" column are the words "Expires in 12 days", and under the "Invite Status" column is the word "Sent". In the second row, under the "Email" column is the email "luis@therapists.com", under the "Sent" column are the words "Expired". There is a box under the "Actions" column that has two options listed: "Resend Invite" next to an envelope icon, and "Delete Invite" next to a trash can icon. There is an orange arrow pointing to "Resend Invite". Under the table is a blue button labeled "Invite someone new".

I received an Invite to Arrival App. What do I do next?

Your colleague has invited you to start using Arrival App, the simple and secure way for your visitors to let you know when they arrive. Arrival App uses text messages to let you know when your visitors have arrived.

Once you click on the link in your email invite, depending on the role your colleague has designated for you, you will be asked to provide some or all of the following information:

  • Display name, i.e., how you wish to appear on the Welcome screen. For example, you may wish to appear as Dr. Jane Smith, or Jane Smith, MD.
A screenshot showing a screen with several places for information to be entered by the recipient of an email Invite, including a field labeled "Display Name", a field labeled "First Name", a field labeled "Last Name", and a field labeled "Email".
  • Confirmation of your email address.1 We need to confirm your email address so that, if needed, you can use your email to log into Arrival App. Alternatively, down the road, if your phone number changes, Arrival App will use the email address you provide to send you another invite for you to authenticate your new phone number.
  • Your phone number.1 This is the number Arrival App will use to send you text messages when your visitors check in. To validate your phone number, enter the phone number where you receive text messages.
A screenshot with the text, "What's your number? We'll need this to send you text messages when visitors check in with you." There is a field labeled "Your phone number:" for the Invite recipient to enter their phone number; it has an orange arrow pointing to it, and the fictitious phone number "415 555 1234" is entered in it. Below this is "Send confirmation code. Have your phone nearby and we'll now quickly send you a confirmation code to verify you're you." Then, there is a checkbox next to which is the sentence, "By enrolling my phone number, I agree to receive text messages and other alerts from Arrival App as described in the Terms of Service", in which "Terms of Service" is hyperlinked." Beneath the checkbox and accompanying sentence is a blue button labeled "Send Code". Under this blue button is the sentence, "By selecting SEND CODE, I agree to Arrival App's Terms of Service". "Terms of Service" is hyperlinked.
  • Arrival App will then send you a 6-digit code. Once you receive that code, enter it in the field provided.
A screenshot showing a field labeled "Confirmation code" with a an orange arrow pointing to it. In the field, the code "560370" is entered. Below this is a blue button labeled "Confirm". Underneath the button is "Didn't get a message Resend code to 415 555 1234" with " Resend code to 415 555 1234" hyperlinked. Below that is "Change phone number?" which is also hyperlinked.
  • If you do not receive the code within one minute, double check that your phone number you entered is correct.
A screenshot showing a field labeled "Confirmation code" with the code "560370" is entered. Below this is a blue button labeled "Confirm". Underneath the button is "Didn't get a message Resend code to 415 555 1234" with " Resend code to 415 555 1234" hyperlinked and an orange arrow pointing to it. Below that is "Change phone number?" which is also hyperlinked.
  • If it is, click Resend code. If it is not, click Change phone number, then enter the correct phone number to receive your code.
A screenshot showing a field labeled "Confirmation code" with the code "560370" is entered. Below this is a blue button labeled "Confirm". Underneath the button is "Didn't get a message Resend code to 415 555 1234" with " Resend code to 415 555 1234" hyperlinked. Below that is "Change phone number?" which is also hyperlinked and has an orange arrow pointing to it


  • Once your phone number is validated, you will receive an introductory message from Arrival App.
A screenshot of a text message that says "Welcome to Arrival App! Reply STOP to discontinue receiving text messages. Learn more about how we use your info at https://arrivalapp.com/privacy/"
  • You will also begin receiving text messages when a visitor of yours arrives.
A screenshot of a text message that says "Message from Arrival App: Your visitor has arrived."

See also: Can I use Arrival App if I don’t have good cell reception in my office?

NOTE: If you reply to STOP to the introductory message from Arrival App, or to any future text notification from Arrival App, you will no longer receive notifications when your visitors arrive.

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  1. Don’t worry, Arrival App never shares your email or address or phone number, and, once you complete the phone number validation process, the only text messages you will receive from Arrival App will be when your visitors arrive. Learn more about how Arrival App uses your info at https://arrivalapp.com/privacy/. ↩︎