Inviting and Onboarding Participants
How participants receive their invitation, confirm their identity, and reach the ballot — and what you can do as an admin to make onboarding smooth on the day.
Getting participants from "you have a meeting" to "I have cast my vote" is the part of an assembly that touches the most people, so it pays to understand the flow. This article walks through how invitations and onboarding work, and how to keep the experience smooth.
How a participant gets in
For a remote or hybrid assembly, the path is short by design:
- Invitation. When the assembly goes live, each eligible voter is sent a personal invitation — typically a unique link to access their ballot.
- Identity confirmation. Before they can vote, the participant confirms their identity. The baseline method is a one-time passcode sent by email; higher-assurance verification is available as a premium option. See Identity Verification Levels.
- Access the ballot. Once verified, the participant reaches the ballot and can vote on each open agenda item.
Because the invitation is personal and identity is confirmed, each ballot is tied to a real, verified individual — which is what makes the result defensible later.
Who receives an invitation
Invitations go to the assembly's eligible voters — the set you define when you create the assembly. You can restrict an assembly to a single voter group, so the same register can serve different meetings. The eligible set is fixed when the assembly goes live, so last-minute register edits don't change who was invited for that meeting. See Sending Invitations and Managing Eligibility.
Preparing for a smooth onboarding
A few habits prevent day-of friction:
- Check email addresses before you go live. Invitations and the one-time passcode are delivered by email, so an accurate address for each voter matters. Clean your register first — see Editing and Removing Voters.
- Tell participants what to expect. A short note in advance — "you'll receive a link and a one-time code by email" — reduces support questions.
- Know the meeting code. Some assembly configurations add a meeting code shown during the live session as a second step; make sure whoever chairs the meeting can share it.
In-person and hybrid participants
Not everyone joins from a laptop at home. For in-person or hybrid meetings, participants in the room can be brought into the same digital record, so the attendance and votes are captured consistently whether someone is present or remote. See Remote vs In-Person Participation.
Where to go next
Once your participants can get in, the rest is the meeting itself: read Creating Your First Assembly and Running a Live Assembly. For the foundations, see Getting Started with Assembley.
Related articles
- Getting Started with AssembleyA plain-language introduction to Assembley — what it does, the core concepts behind legally valid digital assemblies, and the first steps to running your own.
- How Digital General Assemblies WorkWhat a digital general assembly is, how it compares to a paper or video-call meeting, and why a verifiable record is what makes the result legally defensible.
- Setting Up Your OrganizationThe first configuration steps in Assembley — choosing your organisation type, what that seeds for voting, and getting your account ready before you add voters or create an assembly.