Accepting Invitations

When an organization invites a family member to a session, you receive an invitation email. You must accept the invitation in the portal to link the family member to your account and gain access to their forms.

URL: https://app.healthforms.io/portal/invitations/wizard

Ways to Start the Invitation Wizard

1. Click the link in the invitation email — The email contains a "Get Started" or similar button. Clicking it opens the portal and auto-fills your invitation code.
2. From the Dashboard — If you have pending invitations, the Actions section shows a "Pending Invitations" card. Click it to open the wizard.
3. From the side panel — Open the side panel (hamburger icon) and click a pending invitation in the Invitations accordion.
4. Manually — Navigate to the Invitation Wizard and type or paste your invitation code.

Wizard Steps

The wizard uses a stepper bar at the top to show your progress. The steps are dynamic — one step is added for each pending invitation.

Step 1: Enter Code

The first step collects your invitation code.

If this is your first time (no pending invitations):

The page shows a welcome message:

"Welcome to HealthForms.io! To get started with managing your family's health forms for the event, please follow these simple steps: 1. Enter Your Invitation Code — enter the unique invitation code you received in the invitation email. 2. Link Your Family Member — you will be prompted to either create a new family member profile or select an existing family member to link to the event. Once these steps are completed, you'll be able to upload and manage your health forms seamlessly. If you have any questions or need assistance, go to our support center."

If you have pending invitations already:

The page shows:

"Have an Invitation Code? If you received an invitation code via email, enter it below to add it to your pending invitations. Otherwise, skip this step to proceed with your N pending invitation(s)."

Invitation Code Field:

The code field uses a mask format: two letters, then four digits, then four more digits (format shown as A A 0 0 0 0 0 0 0 0). The code validates automatically as you type.

Error messages:

• If the code is invalid: "Invalid invitation code. Please check and try again."
• If the code was already accepted by you: "This invitation code has already been used by you."
• If the code was accepted by someone else: "This invitation code has already been used by another user."

Buttons:

• Submit Code — validates the code and advances to the Overview step
• Skip — available only if you already have pending invitations; skips code entry and goes directly to the Overview step

If you arrived via a link in the invitation email, your code is pre-filled and automatically validated. The wizard advances past this step without requiring any manual entry.

Step 2: Overview

The Overview step lists all invitations that are waiting to be accepted.

Each invitation shows:

• A numbered badge
• Organization name
• Event name with dates (shown as a badge: "Summer Camp 2025 (Jun 15 – Aug 10, 2025)")
• The invited participant's name

Buttons:

• Have another invitation code? — returns to the Enter Code step so you can add an additional code
• Start Accepting Invitation(s) — advances to the first invitation's claim step

Steps 3...N: Accept Each Invitation

One step appears per pending invitation. If you have three invitations, there are three claim steps.

The claim step shows:

• Organization — the organization that issued the invitation
• Sessions — a list of events this invitation covers (name + date range)
• Associate with Family Member — a radio button group for choosing who to link the invitation to

Radio options:

The invited person's name appears at the top of the list with a note: "Select to add this invited person as a new family member." Any existing family members already in your account appear below with a note: "Existing family member."

• Select the invited person's name to create a new family member profile for them
• Select an existing family member's name to link this invitation to someone already in your account

This is useful if the invited person's name and an existing family member are the same person — for example, a returning participant from a previous year.

Buttons:

• Confirm & Continue — saves the selection and advances to the next invitation (or to the Summary if this was the last one)
• Skip for now — available when there are multiple invitations; marks this invitation as skipped and advances. You can come back to it from the Dashboard.

Final Step: Summary

The Summary step shows a recap of what was processed.

Accepted Invitations (green section):

Each accepted invitation appears with:

• Organization name
• Session name(s) + date range
• "Assigned to: [family member name]"

Skipped Invitations (yellow section):

Skipped invitations appear with:

• Organization name
• Session name + date range
• Participant name

A note: "These invitations were skipped and remain pending. You can accept them later from your dashboard."

Buttons at the bottom:

• Enter Another Code — starts the wizard over to enter another invitation code (in case you received multiple invitation emails)
• Go to Dashboard — finishes the wizard and returns to the Dashboard

Auto-Accept

Some organizations configure invitations to be automatically accepted. When this happens, the wizard detects the autoAccepted flag and processes the claim automatically — you don't need to manually select a family member. The wizard still shows the Summary step so you can confirm.

Common Issues

My invitation code shows an error

Check the code carefully for typos. The code is two letters followed by eight digits — enter the letters and numbers exactly as they appear in your invitation email. If you're sure the code is correct and it still shows an error, the invitation may have been revoked — contact the organization or visit https://support.healthforms.io.

The invitation was already used by another user

If you see "This invitation code has already been used by another user," another person in your household may have already accepted the invitation using a different account. Contact the organization if you believe this is an error.

I accidentally skipped an invitation

Skipped invitations remain pending. Return to the Dashboard and click the "Pending Invitations" action card, then go through the wizard again to accept the skipped invitation.

I don't see a pending invitation on my dashboard

The invitation email may have been sent to a different email address than your portal login. Try entering the invitation code manually in the Invitation Wizard (Step 1: Enter Code) using the code from the email.

Q&A

Q: How do I accept an invitation? A: Click the link in the invitation email to open the portal, or log in and go to the Dashboard. If you have a pending invitation, click the "Pending Invitations" action card, then go through the Invitation Wizard. Enter your code (if not pre-filled), review the invitation details, select or create the family member, and click "Confirm & Continue."

Q: Where do I enter my invitation code? A: In the Invitation Wizard at https://app.healthforms.io/portal/invitations/wizard. On Step 1 (Enter Code), type your code into the invitation code field and click "Submit Code."

Q: I have multiple invitations — do I need to enter a code for each one? A: No. If all invitations were sent to the same email address as your portal login, they should all appear as pending in the Overview step. You only need to enter a code for invitations sent to a different email or delivered as a separate code.

Q: I selected the wrong family member when accepting an invitation. What do I do? A: Contact https://support.healthforms.io to request a correction. You cannot reassign an accepted invitation yourself.

Q: Can I skip an invitation and come back to it? A: Yes. When you have multiple invitations, a "Skip for now" button appears on each invitation's claim step. Skipped invitations remain in your pending list and can be accepted later from the Dashboard.

Related Topics

• Dashboard — Home screen showing pending invitation action cards
• Family Member Profile — View a linked family member's details and sessions
• Session Forms — Submit forms for a session after accepting an invitation
• Portal Overview — Navigation and getting started