Member Status

Each team member goes through a defined lifecycle from invitation to completed headshots. This guide explains each status and what it means.

Member Status Lifecycle

Members progress through the following statuses:

INVITED → ACCEPTED → GENERATING → COMPLETED
            ↓
        CANCELLED

Invited

What it means: The invitation has been sent but the member hasn't clicked the link yet.

What you can do:

• Send a reminder email
• Cancel the invitation
• View when the invitation was sent

What the member sees: Email invitation with a link to accept

Accepted

What it means: The member clicked the invitation link and is in the process of uploading photos or configuring their headshot.

What you can do:

• View their progress
• Send reminders if needed
• Wait for them to complete photo upload

What the member is doing:

1. Viewing photo upload guidelines
2. Uploading 8+ photos of themselves
3. Waiting for photos to be validated
4. Confirming they're ready to generate

Generating

What it means: The member has uploaded their photos and headshot generation is in progress.

What you can do:

• Wait for generation to complete
• View approximate time remaining

Timeline: Generation typically takes 10-30 minutes depending on server load.

Completed

What it means: Headshots have been generated and are ready for download.

What you can do:

• View the member's headshots
• Download headshots
• Member can also access their own headshots

What the member can do:

• View all their generated headshots
• Download individual images
• Download all images as a ZIP file
• Mark favorites

Cancelled

What it means: The invitation was cancelled before the member accepted it.

What you can do:

• Send a new invitation if needed
• Remove from the list

Viewing Member Status

Team Dashboard Overview

Your team dashboard shows a summary of member statuses:

Member List

The Members page shows detailed status for each person:

• Email - Member's email address
• Role - Member or Manager
• Status - Current stage in the lifecycle
• Last Updated - When status last changed
• Actions - Available actions based on status

Filtering Members

You can filter the member list by:

• Status - Show only Invited, Accepted, etc.
• Role - Show only Members or Managers
• Search - Find specific email addresses

This is useful for:

• Sending reminders to people who are still "Invited"
• Checking on members who are "Accepted" but haven't finished
• Reviewing completed headshots

Managing Members by Status

For "Invited" Members

If someone hasn't responded to their invitation:

1. Wait a day or two - They may be busy
2. Send a reminder - Click the reminder button
3. Verify email - Make sure you have the correct address
4. Follow up personally - A quick Slack/email outside the system may help

For "Accepted" Members

If someone started but hasn't completed:

1. Check progress - They may be having trouble with photo upload
2. Offer help - Some people need guidance on good photos
3. Send photo tips - Share the photo guidelines

For "Completed" Members

Once headshots are done:

1. Review headshots - Ensure quality meets expectations
2. Download if needed - Save copies for your records
3. Notify the member - Let them know their photos are ready

Notifications

Email Notifications for Managers

You can enable notifications when:

• A member completes their headshots
• A member accepts an invitation
• There are pending members who need reminders

Configure these in Team Settings.

Member Notifications

Members automatically receive emails when:

• They're invited to the team
• Their headshots are ready

Troubleshooting Status Issues

Stuck in "Accepted"

If a member has been "Accepted" for a long time:

1. They may not have uploaded enough photos
2. Their photos may have failed validation
3. They may have started but not finished

Solution: Reach out to the member directly

Stuck in "Generating"

Generation shouldn't take more than an hour. If it seems stuck:

1. Wait a bit longer - server may be busy
2. Check back in an hour
3. Contact support if it persists

Member Not in List

If someone says they accepted but you don't see them:

1. Check the email address - they may have used a different one
2. Check your spam folder for their acceptance notification
3. Have them try the invitation link again

Next Steps

Learn how to use the team dashboard effectively: