Invite Codes

When to Use Invite Codes vs. Invitations

Understanding when to use invite codes versus individual invitations helps you choose the right tool for your situation:

Use Invite Codes When:

• You need to onboard multiple people with the same assessment configuration
• You want to display a QR code at events, workshops, or physical locations
• You prefer people to sign up on their own rather than receiving a direct email
• You're running open enrollment or group registration scenarios
• You need a single link to share across multiple channels (Slack, Teams, bulletin boards)
• You want to set a maximum capacity limit for signups

Use Individual Invitations When:

• You need to send personalized messages to specific people
• You want to track exactly who was invited and their completion status
• You prefer a more formal, direct communication method
• You need reminder emails for people who haven't started their assessment

Creating Invite Codes

Navigate to the Invite Codes section from your dashboard to create new invite codes. Each invite code can be configured to match your organizational needs.

Basic Information

Name: Give your invite code a descriptive name to help you identify its purpose (e.g., "Q1 New Hire Onboarding", "Annual Team Workshop", "Engineering Department"). This name is only visible to you, not to people using the code.

Description (Optional): Add internal notes about the code's purpose, target audience, or usage context. This helps you stay organized when managing multiple codes.

Credit Limit: Set the maximum number of times this invite code can be used. Each signup consumes one credit from your account, and the limit prevents the code from being used beyond your intended capacity. You can update this limit at any time.

Assessment Configuration

Configure the same assessment options available with individual invitations:

Compact Option: Assesses all six areas (Personality Traits, Strengths, Working Style, Interpersonal Style, Jungian Typology, and Enneagram Typology) with a shorter, streamlined assessment experience.

Customized Option: Select specific assessment areas to create a tailored experience:

• Personality Traits: Big Five personality dimensions
• Strengths: 24 strength dimensions across interpersonal, intrapersonal, and intellectual categories
• Working Style: Six broad working styles and combined style profiles
• Interpersonal Style: Preferences for interacting with others, managing relationships, and dealing with conflict
• Jungian Typology: Similarity scores across all 16 personality types
• Enneagram Typology: Similarity scores across all nine Enneagram types

Sharing Options

Share Results With Me: People who sign up using this code will have their results visible to you after completing their assessments. This allows you to review profiles and use insights for team development.

Do Not Share Results With Me: Results remain private and visible only to the individual. Choose this option for personal development assessments or when privacy is a priority.

Tags

Automatically apply organizational tags to everyone who signs up through this invite code. Tags help you categorize members by department, cohort, location, role, or any other grouping that's useful for your organization. All users who sign up with a particular invite code will automatically receive the tags you've assigned to that code.

Status

Active: The invite code can be used to create new assessments. This is the default state for newly created codes.

Inactive: The invite code cannot be used for new signups. The link and QR code will no longer work, but existing assessments created with this code remain unaffected. Use this to temporarily or permanently disable a code without deleting it.

Sharing Your Invite Code

Once created, TraitLab Pro provides multiple ways to share your invite code with team members:

Shareable URL

Each invite code has a unique URL that automatically includes the code token. Simply copy this link and share it through:

• Email or messaging platforms (Slack, Teams, etc.)
• Company intranets or portals
• Learning management systems
• Social media or community platforms
• Any other digital communication channel

QR Code Display

Every invite code generates a scannable QR code that makes it easy for people to access the signup page with their mobile devices. You can:

• View on Screen: Display the QR code directly from the invite code details page
• Download: Save the QR code as a high-resolution PNG (600x600px) for use in presentations, design software, or digital materials
• Print Page: Generate a printer-friendly page with your organization's branding, the QR code, instructions, and the URL as a fallback. Perfect for flyers, posters, or handouts
• Display Mode: Open a full-screen view optimized for tablets, TVs, or kiosks at events, reception areas, or conference rooms

QR codes are particularly useful for:

• Physical events, workshops, or conferences
• Office reception areas or common spaces
• Orientation sessions or group meetings
• Printed materials like welcome packets or handbooks
• Any scenario where people need quick mobile access

Managing Invite Codes

After creating invite codes, you can track and manage them through the Invite Codes section:

Viewing Invite Code Details

Click on any invite code to see its complete configuration, including:

• Current status (active or inactive)
• Unique token and shareable URL
• QR code with sharing options
• Credits used and remaining
• Creation date
• All assessment and sharing settings

Editing Invite Codes

You can modify invite codes at any time by updating:

• Name and description
• Credit limit (increase or decrease capacity)
• Assessment depth and report types
• Sharing preferences
• Tags
• Active status

Important: Changes to an invite code only affect new signups. People who have already used the code to create their accounts will keep their original assessment configuration.

Tracking Usage

Monitor how many times an invite code has been used and how many credits remain. The invite code details page shows:

• Total number of credits used
• Remaining credits before the limit is reached
• When the code was created

Deactivating Invite Codes

Instead of deleting an invite code, you can mark it as inactive. This:

• Prevents new signups using that code
• Preserves the code's history and settings
• Doesn't affect people who already signed up with the code
• Can be reversed by reactivating the code later

Deleting Invite Codes

If you need to permanently remove an invite code:

1. Navigate to the invite code details page
2. Scroll to the bottom and click Delete Invite Code
3. Confirm the deletion

Note: Deleted invite codes cannot be recovered and the code becomes permanently unusable. However, existing team members who signed up using the code remain in your account and are not affected.

Credit Management

Each person who signs up using an invite code immediately consumes one credit from your account balance:

• Credits are deducted when someone creates an account, not when they complete their assessment
• The credit limit you set prevents overuse of a specific invite code
• You can adjust the credit limit at any time to increase or decrease capacity
• If an invite code reaches its credit limit, new signups will be prevented automatically

Invite Code Workflow

1. Create Invite Code: Configure assessment options, set credit limit, and assign tags
2. Share Code: Distribute the URL, display the QR code, or use print materials
3. People Sign Up: Individuals use the link or QR code to create their TraitLab account
4. Assessments Completed: Users complete their configured assessments at their own pace
5. Results Available: Results are immediately accessible (to you and/or the individual, based on sharing settings)

Best Practices

Naming Your Invite Codes

Use clear, descriptive names that include:

• Time period (Q1 2024, Fall Semester, January Cohort)
• Purpose (New Hire Onboarding, Leadership Workshop)
• Target audience (Engineering Team, Remote Employees)
• Location or event (Chicago Office, Annual Conference)

Setting Appropriate Credit Limits

• Set limits based on expected attendance or capacity
• Add a small buffer (10-20%) to account for variations
• Monitor usage and adjust limits as needed
• Consider creating separate codes for different groups rather than one large code

Organizing with Tags

• Use consistent tag naming conventions across invite codes
• Assign multiple relevant tags to enable flexible filtering and reporting
• Consider tags for department, location, cohort date, and role

QR Code Placement

• Ensure QR codes are large enough to scan easily (at least 2 inches square for printed materials)
• Place codes at eye level in high-traffic areas
• Include the URL as text below the QR code as a fallback option
• Test scanning from typical viewing distances before widespread distribution

Security and Privacy

• Share invite codes only in appropriate channels for your audience
• Deactivate codes immediately after events or enrollment periods end
• Use the inactive status rather than deletion to maintain historical records
• Consider using separate codes for different security contexts