Sending invitations

Creating a user account in Menta does not automatically give the person access - they still need an activation email to set their password and sign in for the first time. This page covers how to send (and re‑send) those invitations, either straight away or on a date you choose.

When invitations are needed

An invitation is required whenever a user has not yet activated their account. You can recognize these users in the user list by an empty Activated at column. Once a user has activated, they can sign in on their own and no further invitations are required.

Some workflows send invitations automatically:

• The Bulk import has an option to send activation emails as part of the upload - see Bulk import from CSV.
• Creating a single user from the New user form does not send an invitation automatically; you'll need to do it manually as described below.

Sending invitations from the user list

The Users list lets you send invitations to one or many users at once.

1. Use search, filters, and sorting to narrow the list to the people you want to invite. The Browsing and searching users page covers this in detail. A useful starting point is filtering by Activation status: not activated.
2. Select the users you want to invite using the checkboxes in each row, or use the header checkbox to select everyone on the current page.
3. Click Send activation email in the actions bar at the top of the list.
4. A confirmation dialog summarizes who will receive an email, including any users who have already been sent an invitation in the past. Review the list, then confirm.

The dialog calls out users who have already received an invitation so you can make a deliberate decision before sending again. Re‑sending is supported and is the right move when a user has lost their original email.

After sending

You'll see a confirmation once the emails have been queued. The user list refreshes to reflect the new state, and the Activation sent information for each user is updated.

If a user reports that they never received their email, the most common causes are:

• The email is in their spam or quarantine folder.
• The address on file has a typo. Open the user's detail view to confirm - see Viewing user details.
• The user is in a corporate environment where external sign‑in emails are blocked. Their IT team usually needs to allow the Menta sender domain.

Re‑sending the invitation is safe and is usually the right next step once the underlying issue is sorted.

Scheduling invitations for later

Sometimes the right moment to invite people isn't the moment you're at your desk. A new group starts on the first of the month, a program kicks off after a company event, or you're preparing an onboarding wave on a Friday afternoon and would rather it reached people on Monday morning.

For all of those, pick the recipients now and choose when their invitation goes out. The email is exactly the same activation email described above - only the timing differs.

Scheduling is marked Beta in the portal while we finish rolling it out. Everything described here works today, and we'd genuinely like to hear how it goes.

Creating a schedule

Schedules start from the same place as an immediate send, so choosing who receives one works exactly as described above.

1. Narrow the list and select the people you want to invite, then click Send activation email.
2. In the dialog, switch from Send now to Schedule for later.
3. Give the schedule a name if you'd like one - something like October onboarding wave makes it easy to recognize later. It's only a label for you; your users never see it.
4. Pick the date and time. The dialog shows the send time back to you in your own time zone so you can double‑check it before committing.
5. Click Schedule Emails.

You'll get a confirmation with the time the invitations will go out, and the same review of who is being invited for the first time and who is being invited again - so nothing about checking your recipients changes.

Choosing a send time

A few practical things to know when you pick the moment:

• It has to be in the future. The time picker suggests quarter‑hour slots, but you can type any time you like as long as it hasn't passed.
• You can schedule up to a month ahead. Anything further out isn't accepted, so plan long‑running programs in stages.
• A schedule can cover up to 500 people. Sending straight away has no such limit. If you've selected more, the dialog will tell you - either send now instead, or split the group across a couple of schedules.

warning

The time you choose is when we start sending, not the moment the emails land in people's inboxes. Delivery usually follows within a few minutes, but it can take longer. If your users are expected to sign in at a particular hour, schedule a little ahead of it.

Keeping track of your schedules

Open Activation Schedules from the Tools group in the sidebar. It lists everything you have lined up, along with everything that has already gone out, so it doubles as a record of which group was invited when.

• Filter by status with the buttons above the list - handy for checking just what's still pending.
• Sort by clicking any sortable column header. Click again to reverse the direction.
• Paginate with the controls at the bottom when there are more schedules than fit on one page.
• Refresh to fetch the latest state. A schedule that sends while you have the page open won't update on its own.

Each row shows the schedule's name, when it goes out, its status, how many people it covers, and who set it up. There's also a version number, which goes up each time someone edits the schedule - a quick way to see that a colleague has changed something.

Looking inside a schedule

Click any row to open it. Alongside the details you saw in the list, you get the full list of recipients, each one tagged so you can see at a glance what the email will mean for them:

• new - this will be their first invitation.
• resend - they've been invited before.
• activated - they've already set up their account, so another invitation won't tell them anything new.
• unavailable - the user has been removed since you created the schedule, and will simply be skipped.

It's worth opening a schedule shortly before it goes out. A lot can happen between planning a wave and sending it, and this is where you'll spot the people who no longer need an invitation.

Changing your mind

The actions on each row depend on how far along the schedule is:

• Edit a schedule that hasn't sent yet to change its recipients, its name, or its send time. Editing replaces the schedule rather than adding to it, so an edit never means somebody gets invited twice. If you navigate away half‑way through an edit, your unsaved changes are kept and offered back to you next time you open it.
• Cancel a schedule that hasn't sent yet. It stays in the list, marked as cancelled, so you keep the record - but no emails go out.
• Duplicate any schedule to start a new one with the same recipients and a new send time. This works whatever state the original is in, which makes it the quickest way to repeat a wave or to have another go at one that didn't work out.

Once a schedule has sent there's nothing left to change, so editing and cancelling drop away. Duplicating is the way forward. Sent and cancelled schedules stay in the list on purpose - they're your record of which group was invited, by whom, and when.

What the statuses mean

Status	What it means
Pending	Waiting for its send time. This is the only point at which you can still edit or cancel it.
Sending	The invitations are going out right now. This normally takes seconds.
Sent	Everyone on the list has been sent their invitation.
Cancelled	Stopped by an administrator before it sent. No emails went out.
Failed	Something went wrong and the send didn't finish. Some people may have received their invitation while others didn't.

If a schedule shows Failed - or sits on Sending for more than a few minutes - check the Activation sent column on the user list before you try again. It tells you who already has their invitation, so you can invite just the people who are still waiting. Re‑sending is always safe, but it's better to know than to guess, and your Menta contact can help you work out what happened.

One last thing worth remembering: a scheduled invitation is an ordinary activation email. Anyone who has activated their account in the meantime will still receive one - it just won't be of any use to them.