Product: Section 1 | Coordinator: Invite Guest

### 🧩 Overview
Define and document the functionality to enable Coordinators to send an email invitation to Guests directly from the Dashboard. This invite allows the Guest to create an account and begin their application (Intake Profile) in the HUU system.

We need to provide Coordinators with a seamless digital tool to invite Guests to the platform so that they can begin the onboarding and intake process without relying on physical forms.

### 🧩 Objective
Create a documented feature specification for email-based Guest invitations initiated by Coordinators, including data entry, validation, email content, backend tracking, and assignment logic.

Example: Deliver a complete, testable specification that ensures reliable account invites, intuitive UX, and proper data linkage between Guests and Coordinators.

### 🔍 Context / Background
Host Home Handbook: Offers complete insight into the Coordinator role, onboarding workflows, and importance of digitizing the guest intake process.

Problem 4.pdf: Describes the current limitation (paper-based invite process) and proposes the new invite feature, including its goals, acceptance criteria, and UX expectations
.

Figma Link

Related Engineering Issues:

#477 – Guest Invite Feature

#461 – Dashboard Enhancements

#405 – Guest Account Linking

#699 – Coordinator Dashboard

### 📌 Scope of Work
Design email invite UI on the Coordinator dashboard

Define input fields (name, email) with validation rules

Document invite email content and formatting

Design error/success states for invite workflow

Define backend logic to store invite metadata

Assign the Coordinator to the Guest at point of invite

Capture and store timestamps and status updates

Ensure alignment with status flow logic (Invite Sent → Account Confirmed)

Link invite to analytics for tracking invite-to-signup conversion rate

### 🧠 Problem Statement
Currently, Coordinators rely on paper forms to initiate guest applications. This creates logistical delays, increases administrative work, and limits data accuracy. A digital invitation flow will streamline the process and improve platform adoption.

### 🙋‍♀️ User Story
As a Coordinator,
I want to send an email to invite Guests,
So that they can create an account and start their application (Intake Profile) in the HUU system.

### 🎯 Acceptance Criteria (Definition of Done)
- [ ] Coordinator can initiate invite flow from the dashboard
- [ ] UI accepts First Name (required), Middle Name (optional), Last Name (required), and Email (required)
- [ ] Input fields are validated (email syntax, required fields) before sending
- [ ] Coordinator receives feedback on success/failure of the invitation
- [ ] Sent invitations are stored and viewable in dashboard table (per Issue #501)
- [ ] Timestamps are saved in backend for all invites
- [ ] Guest status is updated to "Invite Sent" → "Account Confirmed" when applicable
- [ ] Invited Guests are automatically assigned to the inviting Coordinator
- [ ] Email content includes explanation and account creation link
- [ ] Feature is documented and handed off for design and engineering

### 🖼️ Design Notes (Preliminary)
✅ Ready for Design

Refer to existing Figma dashboard invite components

Style should align with HUU design system (form fields, modals)

Feedback alerts should be inline and clear (e.g., red for error, green for success)

Consider progressive disclosure for advanced invite options in the future (e.g., resend, revoke)

### 🛑 Constraints / Risks / Workflow Dependency
No revoke or resend functionality in MVP – scope for future phase

Must validate Coordinator permissions to invite Guests

Ensure backend mapping between Guest, Coordinator, and email status

Compliance: Email content must respect privacy policies (GDPR, etc.)

Risk of duplicate invites if email isn’t verified prior to sending – handle duplicate cases gracefully