There are two ways to bring new members into your community on Communitrak: invite them one at a time using the Invite Member button, or provide Communitrak Support with a CSV file to import your full roster at once. This article covers both options.
Inviting individual members requires the Invite Members permission. Bulk imports are handled by Communitrak Support at no cost. Some options may be unavailable or appear differently depending on your level of account access.
Use this option when you need to add one or a few residents at a time. The invite flow walks you through selecting (or creating) a property and household, then entering the new member's information. If the property or household doesn't exist yet, Communitrak creates them for you as part of the process.
We recommend using this option to invite board members during the trial period to test the Communitrak platform.
In the main navigation menu, expand Members & Groups and click Community Members.
Click Invite Member in the top-right corner.
The Invite Member dialog opens as a three-step wizard.
Choose the property where the new member lives.
Use Existing Property: select a property from the dropdown. All properties in your community are listed.
Create New Property: if the address isn't in the system yet, choose an address type:
Street Address: enter the street address, optional apartment/unit, city, state, and ZIP.
Lot Number: enter the lot number, optional unit, city, state, and ZIP.
When creating a new property with a street address, click Validate Address. Communitrak will standardize the address and display a confirmation for you to review before continuing. Click Next to proceed.
Choose which household the new member belongs to at this property.
Use Existing Household: select from the dropdown. Each entry shows the household name and member count. If the property has no households yet, this option is disabled and you'll be prompted to create one.
Create New Household: optionally enter a household name (e.g., "Smith Family"). Leave it blank to use the default naming based on the household's members.
Click Next to proceed.
Enter the new member's details:
First Name (required)
Last Name (required)
Email (required)
Phone Number (optional, but recommended)
Household Role: choose Member or Head of Household.
The Send invitation immediately checkbox is on by default. When checked, the member receives an email invitation with a link and invite code to activate their account.
Click Send Invitation.
A success screen confirms the member was created, showing their name, email, phone, and invite code. From here you can:
Click Invite Another to add another member to the same household without starting over.
Click Close to return to the Community Members page.
The new member will appear in the Pending tab on the Community Members page until they activate their account using the invite code.
When one person owns several properties in your community, they keep a single Communitrak login and get a separate household membership at each property. You don't create a new account for each address.
Run the Invite Member dialog once for each additional property:
In Step 1: Property, select the additional property.
In Step 2: Household, choose Create New Household if the property still shows the previous owner's household. Don't add the new owner to the old household. You can set the previous household to inactive separately.
In Step 3: Member information, enter the same email address the owner already uses in your community, and choose their Household Role.
What happens next depends on whether the owner has already activated their account:
They're an active member: a blue note appears under the email field confirming they're already a member and listing their current address. The button changes to Add to Household. When you click it, they're added right away with no invitation or invite code, and they get an email letting them know who added them and at which address. Their existing name and account details are kept.
They haven't activated yet: the dialog sends a regular invitation for that property, with its own invite code.
They're already at this property: a yellow note says they're already a member at this address, and the invitation won't go through. Nothing more is needed.
The owner moves between their properties using the household switcher at the bottom of the main navigation menu. When they sign in, Communitrak asks which household they want to use for that session.
If you're onboarding your entire community or have a large number of residents to add, Communitrak Support can import them for you from a spreadsheet. This service is included at no additional cost.
Prepare a CSV or spreadsheet file with the following columns:
Full Name (required): first and last name of each resident.
Address (required): the property address or lot number for each resident.
Email (required): the email address where the invitation will be sent.
Phone (recommended): a phone number for the member's profile.
Additional columns (such as household role or unit number) can be included if available.
Prepare your file with the columns listed above.
Chat with Communitrak Support using the messenger icon in the bottom-right corner of any page, or email your file to the support team.
The support team will review your file, map the data, and import your members. Properties and households are created automatically during the import.
Once the import is complete, the support team will confirm and let you know if any records need attention.
If an owner has more than one property, list them on a separate row for each address with the same email address. Communitrak Support will link them to every property under one login.
Whether members are invited individually or imported in bulk, the experience is the same:
Each member receives an email invitation with a link and invite code to create their Communitrak account.
Until they activate, they appear in the Pending tab on the Community Members page.
Once they activate their account, they move to the Active tab and gain access to the community.
If the Black Curtain setting is enabled in Preferences, members can create their account but won't be able to log in until it's turned off.
You can resend invitations to pending members from the Community Members page. Select one or more pending members and click Resend Invitations in the floating action bar.
Each invite code is unique to the member. Sharing someone else's code will not work.
The Invite Member flow automatically creates properties and households as needed. You don't have to set those up separately before inviting.
New members are assigned the default member role set in your community's Preferences unless changed during or after the invite.
If the role you assign is flagged Leader by default under Community → Roles, the new member starts out marked as a community leader. You can change that on their profile at any time without changing their role.
If you have questions or need help, chat with Communitrak Support from any page using the messenger icon in the bottom-right corner.
