Send participants their invitation email
Adding a participant doesn't email them. An admin sends each person's invitation with Send invitations, from the upload result, the Participants list or the participant's page. The email has a Get Started link and a decline link, and each person gets it once.
In FirstSourceTeam, HR decides when each participant hears from us: adding someone to the portal sends nothing, and their invitation email goes out only when an admin selects Send invitations. That lets you upload a list before a reduction is announced and invite people once they've been told. Each person is sent one invitation, and only people with an email address can be invited.
You need the admin role.
Send invitations
You can send from four places. Each opens the same confirmation, which shows the sender, the subject and what the email contains, and asks you to confirm. Nothing is sent until you select Send N invitations.
| Where | What it sends |
|---|---|
| The result screen after a file upload: Send invitations to N people | Everyone just added who has an email |
| After adding one person: Send invitation | That person |
Participants → All, the banner N people haven't been sent an invitation yet → Send invitations | Everyone in your organization not yet invited, up to 500 at a time, oldest first |
| Participants → All, tick people, then Send invitations (N) in the bar | The selected people who still need one |
| A participant's page: Send invitation | That person |
To see who hasn't been invited, select Show them in the banner, or set the invitation filter on the Participants list to Invitation not sent.
Who can be invited
A participant can be sent an invitation when all of these are true:
- they have an email address;
- they haven't been sent one already;
- their status is Scheduled, Contacted or Engaged.
Anyone else in your selection is skipped, and the result lists why: No email: FST will reach out by phone, Invitation already sent, or Not sent: participant is <status>.
People without an email address are never emailed. The Participants list shows No email: FST will reach out by phone under their status.
The invitation email
| From | FirstSourceTeam <noreply@firstsourceteam.com> |
| Reply-to | hello@firstsourceteam.com |
| Subject | <First name>, your career transition support is ready |
| Contents | That your organization has arranged career transition services through FirstSourceTeam; their program and its length; what's included (resume rewrite with AI tools to tailor it to each role, job search tools that bring matching openings to them, LinkedIn profile rebuild and content strategy, AI upskilling, interview preparation and practice); a Get Started link to set up their account on FirstSourceTeam's participant platform; and a link to decline within 14 days, with the note that where a seat was paid for, your organization gets a refund of the seat price less a $50 fee |
Send it only after the person has been told about their exit: the email names your organization and career transition services.
After sending
The confirmation shows how many were sent, failed and skipped. A failed email isn't marked as sent, so you can try again later. Each sent invitation:
- shows as
Invitation sent <date>on the participant's page; - adds an
Invitation email sententry to their activity history, under your name; - is counted in one audit log entry,
participant.invitation_sent, with the numbers sent, failed and skipped.
Timing and the decline window
The decline link lets a participant turn down the services within 14 days, counted from when their invitation is sent. Adding people early doesn't shorten their window, so you can upload a list before the announcement and send the invitations once everyone has been told. See Declines and refunds.
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