Invitations and logins
How to give someone access, what happens when they accept, and how to fix the common failures — expired links, wrong addresses, and accounts that land empty.
Being on the roster records who someone is. An invitation gives them a login.
Sending one
On the person's roster row, choose Add email & invite.
They receive an email with a link. Following it, they choose Create an account — or Sign in, if they already use ManageStrata elsewhere — and land in your corporation with the role you gave them. You never see or set their password, and neither does anyone at ManageStrata.
The link shows nothing about your corporation to someone who isn't signed in. Once they are, and only at the address it was sent to, it shows your corporation's name and their role.
The email address is the thing that matters
Invitations are matched by verified email. If someone signs up with a different address than the one you invited, their new login won't be connected to their lot — they'll see an empty account and reasonably conclude the software is broken. Confirm the address before you send.
Resending and revoking
Both live on the same roster row.
Resend — for an invitation that expired, went to spam, or was deleted.
Revoke — for one sent to the wrong address, or to remove access from someone who has already accepted.
Rolling out to owners
Announce it first
Post an announcement and choose Notify by email on it. An unexpected "set your password" email is the kind of thing careful people delete.
Check the addresses
Wrong addresses are the main cause of a failed rollout. A quick pass through the roster beats twenty support conversations.
Invite in a batch
So everyone gets it at once and can help each other.
Follow up after a week
Some people need a second nudge. Some genuinely won't use a portal — see below.
What to send
We've moved the strata's records onto ManageStrata. You'll get an invitation email — follow the link and set a password. Once you're in you can see your balance and invoices, read the bylaws and minutes, report a repair, and vote at meetings. Nothing about your fees is changing; this just replaces the paper.
Owners who never log in
Some won't, and the corporation still works. Without a login:
- their lot is still billed and their ledger is still accurate;
- announcements and notices still reach the email on their record;
- you record their cheque or e-transfer manually — as you do for everyone, while card payment is off;
- they can't vote electronically — their vote is recorded on their behalf at the meeting, or by proxy.
Don't let a target of 100% adoption hold up the rollout.
Common problems
| Symptom | Cause | Fix |
|---|---|---|
| "I never got the invitation" | Spam, or wrong address | Check the address on the roster, then resend |
| "The link doesn't work" | Expired, withdrawn, or already used — the page says which | Resend. Already accepted means they just need to sign in |
| "It says I'm signed in as someone else" | Signed in with a different address from the one invited | Sign out, then sign in or create an account with the invited address |
| "It says to confirm my email first" | Account created but the confirmation link not yet clicked | Click the link in the confirmation email, then reopen the invitation |
| "I'm in but I see nothing" | Signed up with a different address | Re-invite at the address they actually used |
| "It says I'm not a member" | Roster record not attached to a lot | Attach the lot, then have them reload |
| "I can't see the finances" | They're an Owner | Working as intended — roles |
Password resets
Handled entirely by the person themselves through Forgot password? on the sign-in page. Council can't reset it, and neither can support. The emailed link lasts an hour, and resetting signs them out on every device. How it works →
If someone can't get a reset email, the problem is almost always the address they're typing — it has to be the one they sign in with, and the form won't say if it isn't. Check it against their roster record and have them try again.
Security worth insisting on
Never share a login
A shared council account destroys the audit trail. When four people use one login, "who approved this?" has no answer, and every entry in the audit trail becomes worthless. Individual logins cost nothing.
Also worth doing:
- Remove access promptly when someone leaves council or sells.
- Use personal addresses, not shared ones.
council@mailboxes several people read are the same problem in a different shape. - Review the list yearly. Anyone signed in who shouldn't be?
Property managers
Invite a manager with the Manager role, which has the same access as Council. A manager account can belong to several corporations and switch between them; each corporation's data stays entirely separate.
When an agent's engagement ends, revoke their access the day it does.
Still stuck? Open Support in the top bar of the app, ask the Assistant, or contact us.