Creating a New Invitation Group on GreekTrack Platform

This guide provides essential step-by-step instructions for creating a new invitation group on the Alpha Psi Omega Membership Platform, ensuring a smooth and efficient process for managing membership. By following the outlined steps, users can effectively set up invitation groups, manage deadlines, and prepare for upcoming inductions. The clear and concise directions eliminate confusion, making it easy for anyone, regardless of their technical proficiency, to navigate the platform successfully.

Zackary Ross
13 steps
2 minutes

Alphapsiomega

Start off on our home page and click the login button in the upper right corner. Once you enter your username and password. It should take you to this landing page for your specific chapter. From this screen, you can immediately add your new induction class. You'll notice right here is the invitation dashboard.

Click "+ New Invitation Group"

Feel free to read through the invitation group steps to become familiar with the options available to you. When ready, click "Get Started"

Enter in a name for the invitation group.

Choose a date your invitation will expire.

Next, select a date your induction will take place. Please make sure it is at least two weeks after your invitation expiration date. This will allow the national office time to get you the appropriate materials.

Ensure the mailing information is correct. Feel free to write any message you want our membership coordinator to see. Next, choose how you want to handle payment. Most chapters want to be invoiced for all members on one invoice rather than pass payment obligation off to each member individually (this would also allow you to collect local dues). If that's acceptable to you, click the "Chapter Invoicing" option and click "Save & Continue." If you want members to pay their fees individually you can choose the other option. Please note, this option will only charge the member the national dues.

You have the option of adding custom questions to the registration form. For example, some chapters order shirts for their inductees and want to collect size information. You are also free to skip this step.

To upload the list of inductees, click "Choose File" and select the appropriate .csv file. Please be aware the file must be in the format listed here and saved as a .csv file. There is a link on how to do this toward the top of this page. Once you select the correct file, click "Upload CSV Data File". Please note, the only Account Type you should be using in this stage is Invitee. If you have other members to load into the system (currently active members not in the system, honorary members, etc.) please reach out to our Membership Coordinator.

If you would like to add a custom message to the standard Invitation Message, you may do so here. Keep in mind though, any message you add here will first go to headquarters for approval before your invitations gets sent, so only use this if necessary. Otherwise, click Skip.

If you would like to add a custom message to the standard Welcome Message (received after the invitation is accepted), you may do so here. Keep in mind though, any message you add here will first go to headquarters for approval before your invitations gets sent, so only use this if necessary. Otherwise, click Skip.

Click here.

At the end of the process, you will get a confirmation of all the information you've entered. Simply verify that this is all correct and then click 'Send Invitation Emails.' At this point, custom messages will be sent for approval and invitations will be sent out to your students. Everything, at this point, is in the hands. Once they accept the invitation, they will be given a chance to create an account in the platform. Once your invitation expiration date passes, your chapter will be billed for any students who accepted the invitation (unless you selected the option for them to pay individually). Students who didn't accept will automatically be deleted. Once payment for new members has been received, headquarters will send you materials prior to the induction date you set. Following the induction ceremony, you'll need to transition these invitees into active members, which will be covered in a separate tutorial.