Section 2 | Coordinator: Invite Guest

[rpradheap]

Problem Alignment

The Problem

Currently, Coordinators do not have a digital way to invite Guests to start the application (Intake Profile). Coordinators have to hand Guests a paper form.

User Story:

As a Coordinator, I want to send an email to invite Guests so that the Guest can create an account and start an application (Intake Profile) in the HUU system.

High Level Approach

From the Dashboard, the Coordinator is able to enter the email and name of a guest to invite the Guest to the HUU system.

Solution Alignment

Considerations

• Coordinators will be using desktop or tablet--> use responsive design
• Only Coordinators can Invite Guests.

Goals & Success

Coordinator can successfully send an email invite to a Guest.

Key Features

1. Coordinator should have an "Invite New Guest" option on the Dashboard page.
2. Coordinator can enter the email address and name of a Guest and send the invite.
3. Each Guest that is invited should be tracked, and the Coordinator should be able to view a list of invited Guests (via the table defined in Section 2, 3, 4 | Coordinator: Dashboard - Table of Guests/Hosts #501).

Acceptance criteria

• Coordinator is able to initiate the process of inviting a Guest by clicking a button on the Dashboard.
• After clicking the button, the Coordinator is able to enter the following Guest details:

  Field	Required?	Syntax Requirements
  First Name	Yes	Text only
  Middle Name	No	Text only
  Last Name	Yes	Text only
  Email	Yes	Standard email syntax

• The syntax and requirements outlined in the table above are validated before allowing the Coordinator to send the invite.
• If there are any syntax errors or required fields left blank, The Coordinator should be notified of what the issue is so that they can correct it.
• The Coordinator can click a button to send the invite to a Guest
• The Coordinator should be notified when the invitation was sent successfully.
• After an invitation is sent successfully, the Coordinator should be given the option to send another invitation, or return to the Dashboard.
• If an invitation is not able to be sent successfully, the Coordinator should be notified of the reason the invitation failed to send, and be instructed on how to resolve the issue if possible.
• The details included in the invitation should be saved and accessible by the Coordinator, as defined in Section 2, 3, 4 | Coordinator: Dashboard - Table of Guests/Hosts #501.
• A Timestamp of when the invitation was sent should be saved.
  • The timestamp can update a "Last Updated" field, and does not have to be visible as an independent field in the frontend for MVP
  • The timestamp should be saved in the backend for potential future frontend use and for metrics.
• The Status of the Guest should be updated based on the status document (HUU User Status Possible Values) as follows:
  • Status is initialized as "Invite Sent" when the invitation is sent successfully.
  • Status updates to "Account Confirmed" when the invited guest creates an account.
• The Coordinator who sends the invite should be assigned to the Guest.
• The invite sent to the guest should be an email using a standard template including the following content
  • An explanation of why the email was sent and who the email is from
  • A link for the guest to create an account

Metrics

Frontend visibility of metrics will be outlined in a separate future User Story.

• Number of invites sent vs number of Guest accounts created
  • This metric should be expressed as a percentage
  • The purpose of this metric is to track how many invited guests follow through with account creation.

Design

• Review existing designs on Figma
• [] Edit existing designs as needed (designs need revision)
• [] Designs are edited and ready for engineering. Link to the Figma: (share Figma link here when ready)

https://www.figma.com/file/BNWqZk8SHKbtN1nw8BB7VM/HUU-Everything-Figma-Nov-2022?node-id=2353%3A17352&t=ZM7AykeF7WVNoXkD-0

Engineering

• Invite user component #477
• Invite user endpoint #461
• Section 1 | Subflow 1b: Coordinator Invite Guests #405
• Demo fixes #699

Known Limitations

• No revoke invite or resend invite in this version, will consider in the future as needed

Team Reviews:

• [] Product - Raji, handed off to Ariel
• [] Design - Sam
• [] Engineering - Royce
• [] Engineering backend - Stephen

[pardhama]

Check with engineering regarding personalization of email text and work on the draft

[sanya301]

Check if invites expire, and define a flow in the story for what happens if it does expire
What happens if co-ordinator sends two invites which are still in the "active" timeframe

[erikguntner]

The temporary passwords in the invite do expire. The default is 7 days and can be adjusted all the way up to 365 days. I'll look into sending new invites.

[stevbark]

I can work on this for the Engineering side. One note is that it says this has both front and back end components and I am focused on backend atm.

[edela0015]

Quick question: are we giving the coordinator the ability to revoke the invite as well? or resend? thank you.

[randelbrot]

Hi @edela0015,

Is there a user scenario that you are envisioning for revoke invite? If we think it will be an infrequent occurrence and it's not critical, it's ok to leave out in the first version.

For resend, my take is that we keep it simple/low effort in this version and just allow Coordinators to go through the user flow again to invite a user, versus build dedicated re-send invite functionality.

[KowDesign]

https://www.figma.com/file/BNWqZk8SHKbtN1nw8BB7VM/HUU-Everything-Figma-Nov-2022?type=design&node-id=5872-72669&mode=design&t=6P4UHiA7FqyFeQuC-4

[rpradheap]

@KowDesign - Please check my comment in Figma about the Invite Guest Button placement. I think the pages once we click the invite - name and email looks good .

[erikguntner]

@stevbark The back end is actually already in place for this. @rochun is currently working on the front end

[erikguntner]

@stevbark scratch that. It's most of the way there, but still needs some updates

[KowDesign]

@KowDesign - Please check my comment in Figma about the Invite Guest Button placement. I think the pages once we click the invite - name and email looks good .

@rpradheap here is the updated design

[erikguntner]

@KowDesign @rpradheap I put together a user flow so engineering can have a better idea of how this is supposed to work together. Let me know if it looks right and feel free to make changes.

https://www.figma.com/file/BNWqZk8SHKbtN1nw8BB7VM/HUU-Everything-Figma-Nov-2022?type=design&node-id=8071-110097&mode=design&t=qXPmdmA4atJvkami-4

[rochun]

@erikguntner I'm in the process of adding the API route for the host's invite guest functionality. Are we considering separating concerns for files between auth and host API services? Or should I add the invite guest endpoint to the services/auth.ts file?

[erikguntner]

@rochun Yeah, good idea. This should probably go in a separate service for coordinators

[rochun]

@erikguntner okay, sounds good. I'll go ahead and create a new coordinator service.

[sanya301]

@lasryariel to review and close this out, or come up with action items

[lasryariel]

There are a few acceptance criteria that have not been met. will discuss in todays meeting.

[lasryariel]

@tylerthome will be updating dev.homeunite.us to have it show data that matches the data model, rather than dummy data. This will allow us to check things like Coordinator assignment to invited guest, status updates, and other applicable acceptance criteria.

[lasryariel]

Reviewed acceptance criteria, these items remain:
Engineering:

• add middle name as optional
• show actual invited guests in coordinator dashboard
• ask engineering about email bounce back

We can discuss with engineering during the next meeting.

PM updates to story:

• leave out high level explanation for invite
• future consideration: make invite guest email configurable by org

[sanya301]

@lasryariel I just discovered, there seems to be another story with the same functionality but marked in a separate section #405. Can you confirm whether 405 is a duplicate, and that everything in that story is covered here?