Stakeholders and invites
Invite stakeholders and collect responses
Send signed invitation links, collect Available/Maybe/Unavailable votes from each stakeholder, and use the Invitations and Responses panels to follow up until a working slot can be selected.
Step by step
- 1
Confirm the project is ready to send
Open the project detail page. In the Active coordination header confirm the stakeholder list, slot list, and the project is still in Proposed.
- 2
Send the invitations
Open the Invitations panel. For first-time send, click 'Send all invitations'. The panel will mark each invitation as SENT and start the response trail.
- 3
Watch the responses come in
As stakeholders interact, the Invitations panel shows OPENED and RESPONDED states. The Responses panel renders the live slot vote matrix and a suggested working slot.
- 4
Manage reminders and revocations
Use 'Resend' on any pending stakeholder when you need to nudge a specific person, or rely on the workspace reminder cadence to handle generic follow-up. Use 'Revoke' if a stakeholder should no longer participate.
- 5
Select the working slot when ready
Once the required stakeholders have responded and a working slot is clearly the best candidate, select it in the Responses panel. The project moves to Penciled and prerequisite review becomes the next step.
Guide details
How invitations work
The invitation flow is the bridge between the internal project record and external stakeholders. It is intentionally lightweight so participants do not have to sign up to respond.
- Each stakeholder on the project gets a unique, signed invitation URL.
- Opening the link records OPENED status; submitting a response records RESPONDED status.
- Votes are per-slot: Available, Maybe, or Unavailable.
- If the project allows stakeholder slot proposals and the stakeholder is permitted, they can submit alternatives from the same page.
- Coordinators see the response trail and reminder history inside the project detail page.
Reminders and cadence
Reminders are governed by the workspace 'Invitation reminder cadence' (default 48 hours). They are sent automatically to stakeholders whose invitations are still PENDING/SENT/OPENED without a recorded response, until they respond or the project closes.
- Manual resend from the Invitations panel always works regardless of cadence.
- Revoking an invitation stops future reminders and invalidates the link.
- Bulk send is available the first time you open the invitation panel on a Proposed project.
Keep follow-up inside the project record
Keep the response conversation attached to the project. Use the project Messages tab and the per-stakeholder note field rather than ad-hoc email so that the inked record reflects what actually happened.
FAQ
Do external stakeholders need to sign in?
No. Each invitation generates a stakeholder-specific link that opens a hosted response page. Stakeholders vote and (optionally) propose slots without creating an account.
Can I remind people who have not responded?
Yes. Resend the invitation from the Invitations panel on the project, or rely on automatic reminders driven by the workspace 'Invitation reminder cadence' (default 48 hours) for stakeholders who are still PENDING, SENT, or OPENED without a response.
Where do responses show up after invite delivery?
Invitation status flips through PENDING → SENT → OPENED → RESPONDED, with REVOKED and EXPIRED as terminal states. Per-slot votes show as Available, Maybe, or Unavailable in the Responses panel.
What if I sent an invitation to the wrong person?
Revoke the invitation from the Invitations panel. The previous link stops working, the stakeholder can be removed from the project, and any prior votes from that invitation are excluded from the working slot calculation.
How do I move from invitations to a Penciled slot?
The Responses panel surfaces a working slot suggestion based on required-stakeholder availability. Selecting that slot moves the project from Proposed toward Penciled and unlocks prerequisite review.