Group invitations: link, QR code and admin approval

Adam · September 26, 2026 at 10:40 AM

A new season starts and a dozen or so new people are about to join your group — some through friends, some from a notice at the club. Instead of collecting email addresses and adding everyone by hand, in B-Admin-Time you send one link or show a QR code. You decide how many people can use it, how long it works and whether you approve each newcomer yourself.

How an invitation works

You create an invitation inside the group: Members → Invite. You pick the link type, how long it stays valid and, optionally, a label, and the app generates a link to copy plus a QR code. Whoever opens the link sees only the name of the group they are being invited to. They sign in (or create an account — joining completes after the first sign-in, even if they first have to confirm their email address) and become a regular member of the group.

Single-use or multi-use link

A single-use link is for one person — it stops working after the first use. It is a good choice when you are inviting a specific friend and don’t want anyone else to be able to use the same link.

A multi-use link (called “Mass” in the app) works for many people, until it expires or reaches its limit. You set the people limit anywhere from 2 to 500, or leave the field empty — then there is no limit and the link works until it expires. It suits recruiting for a new season, a post on social media or a notice at the club.

• Validity — from 1 to 30 days, 7 by default. After that the link stops working.
• Label — your own note, visible to admins only (for example “September intake”), which helps tell several active links apart.
• Counter — the list of active links shows how many people have already used a link, for example 12/20.
• Revoking — you can revoke any link at any time with the “Revoke” button.

A link that has expired, been revoked or reached its limit stops working, and a person who opens it is told to ask the group admin for a new one.

QR code

Every link has a QR code — you can show it in the list of active links. All someone has to do is scan it with their phone camera and the invitation page opens. You can show the code on your phone at the entrance to the hall or print it and pin it to a notice board — just remember that the code is simply the same link, so it stops working together with it (that’s why, for print, pick a longer validity, up to 30 days).

You can copy a link from the list at any time — you don’t have to save it when you create it. In the mobile app, the “Share” button sends it through any messenger or message.

Straight into the group or after admin approval

When you create a link you can turn on “Require admin approval”. Without it (the default), a person who opens the link becomes a member straight away. With it, they send a join request instead: admins get a notification and approve or reject it in the “Join requests” section of the member list, and the person learns about the decision from a notification.

This is meant for large, multi-use links. Since such a link can reach many people, it is worth seeing exactly who enters the group before they get to see its sessions, ranking and member data. A single-use link for one specific, known person usually needs no extra approval.

Two things worth knowing. With approval links the people limit counts requests, including rejected ones — set it with some headroom or leave it unlimited. And the member limit of the group’s plan is checked at approval: if the group is already full, the request cannot be approved.

What else the app checks

A person who is already in the group sees a message that they are a member — the link is not used up. A banned person cannot join through a link, and when the group has reached the member limit of its plan, or is read-only because its subscription has expired, no new people can be added. Someone who was in the group before can be invited again from the “Former members” section — that person accepts the invitation themselves.

Invitations and group visibility

Links work regardless of the group’s visibility. In a private group, which is hidden from the directory, they are the main way to add new people. In a closed group an ordinary link skips the join-request step — you decide who you give it to — so if you want to stay in control, turn on admin approval when you create the link. In a public group anyone can join from the directory, and a link just makes it easier to invite specific people. We describe all three visibility levels in the article Group visibility: public, closed or private?.

What if a link ends up in the wrong hands?

The invitation page shows the person with the link only the name of the group — no member list, no sessions, no contact details. You limit the risk with settings: short validity, a people limit and admin approval. If a link lands where it shouldn’t, you revoke it with one click, and people who have already joined stay — you’ll see them in the member list. Every link creation, revocation and joining through a link is recorded in the group’s activity log.

Create a group — 14 days free, no card. Someone only needs to play once? They don’t have to join the group — see how to add a guest without an app account.