Section 6: Inviting Members

6.1 Option 1: Share Group Code (e.g., 491F85E963)

One of the easiest ways to invite learners to join your Exclusive View group is by sharing your group code. This code acts like a digital gate key — it gives learners free access under your account without them needing to pay or register separately.

🔑 What is the Group Code?

• It’s a unique code that connects learners to your group
• It uses one seat per learner who joins with the code
• It’s linked to your Exclusive View admin account

Example: 491F85E963

👣 How Learners Use the Group Code

1. Learner goes to the registration page:
   👉 https://app.virtualx.tv/membership-checkout/?level=28
2. They fill in their:

• Name
• Email
• Password

1. Under “Group Code,” they paste or type the code you gave them (e.g. 491F85E963)
2. They click Join and are added to your group with Unlimited View access

✅ No payment required
✅ Full access to all subjects
✅ The learner now uses one of your 100 seats

📢 Best Ways to Share the Code

Method	Description
WhatsApp Group	Send the code with the registration link
Printed Noticeboard	Display the code on a poster in your school or centre
SMS or Email	Send directly to parents or students
During Assembly	Announce it and show learners how to sign up on their phones

Tip: Include the registration link with the code so learners don’t get stuck

Example message:
“Dear learner, register for VirtualX using this link: https://app.virtualx.tv/membership-checkout/?level=28 – Use code: 491F85E963”

🧠 Example in Practice

Principal Ndlovu shares the group code during a school meeting. Learners scan the QR code from the board, enter the group code, and sign up on their phones. Within 30 minutes, 40 learners are fully registered and ready to start learning.

🛑 Important Reminders

• The code is case-sensitive — type it exactly as shown
• Once you’ve reached your 100-seat limit, no more learners can use the code
• You can generate a new group code anytime if the current one gets shared too widely

✅ In Summary

What You Need	Why It Matters
Group Code	Connects learners to your group without payment
Registration Page Link	Directs learners to where they can join
Clear Communication	Helps learners sign up correctly the first time

6.2 Option 2: Send Direct Registration Link

Format:
/membership-checkout/?level=28&pmprogroupacct_group_code=491F85E963

If you want to make registration as simple as possible for your learners, the best method is to send them a direct join link with your group code already included.

This way, learners don’t need to type the code themselves — it’s built into the link.

🔗 What is a Direct Registration Link?

It’s a special URL that:

• Takes learners straight to the sign-up page
• Automatically applies your group code
• Adds them to your Exclusive View group
• Allows them to register for free

🛠 Format Example:

If your group code is 491F85E963, your link will be:

👉 https://app.virtualx.tv/membership-checkout/?level=28&pmprogroupacct_group_code=491F85E963

This link:

• Opens the Unlimited View registration page
• Applies the code for the learner automatically
• Connects them to your 100-seat group account

📲 How to Use the Link

• 📧 Email it to learners or parents
• 💬 Share it in WhatsApp class groups
• 📎 Post it in Google Classroom or a shared school drive
• 🖨 Print it on flyers or registration guides

Pro Tip: Always test the link yourself first to make sure it works before sharing

✍ Example Message to Learners:

“Dear learners,
To access VirtualX for free, click the link below and follow the steps to register:
https://app.virtualx.tv/membership-checkout/?level=28&pmprogroupacct_group_code=491F85E963“

🧠 Example in Practice

Mr. Ntuli runs a study group for 60 learners. Instead of explaining where to type the code, he simply sends the direct join link in a WhatsApp group. By the next morning, 50 learners have registered successfully, with no extra help needed.

✅ Why Use This Method?

Advantage	Benefit
No need to type code	Avoids typing mistakes
Faster sign-up	One-click access to registration
Less confusion for learners	Especially helpful for younger or first-time users
More control for group admin	Easily track who joined through which link

🛑 Important Reminders

• This link still counts one seat per learner
• If your seats run out (100 used), new learners won’t be able to join
• If the code gets misused or spread too far, you can generate a new one and create a fresh link

6.3 Option 3: Invite via Email (One per line)

If your learners have email addresses, you can invite them directly from your dashboard by sending out email invitations. This method is perfect for schools and centres that already collect learner emails during registration or from class lists.

📬 What Happens When You Invite via Email?

• Each learner receives a personalised email with:

• A registration link
• Your group code already applied
• Clear instructions to join

• When they click the link and sign up, they are:

• Added to your group automatically
• Assigned a seat under your Exclusive View account
• Given free access — no payment required

👣 How to Send Email Invites

✅ Step 1: Go to the Manage Group Panel

🔗 https://app.virtualx.tv/manage-group/?pmprogroupacct_group_id=3

✅ Step 2: Find the “Invite via Email” Box

• You’ll see a text area with the label:

“Invite New Members via Email”

✅ Step 3: Paste Your Learners’ Emails

• Add one email per line
• No commas, no semicolons — just plain email addresses

Example:

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CopyEdit

learner1@email.com

learner2@email.com

learner3@email.com

✅ Step 4: Click “Send Invitations”

• The system will send a separate invite email to each learner
• They’ll receive a message with their group join link

🧠 Example in Practice

Mrs. Luthuli has a spreadsheet of 45 learner emails. She copies and pastes them into the invite box, one per line, and clicks “Send.” Within 24 hours, 30 learners have joined and confirmed their accounts — no WhatsApp or manual work needed.

🛑 Tips to Keep in Mind

Tip	Why It Matters
✅ Use real email addresses	If the email is wrong, the learner won’t receive the invite
⏳ Allow some time	Emails may take a few minutes to arrive
📧 Ask learners to check spam	In case the invite lands in the junk folder
💬 Follow up with reminders	Encourage learners to open and complete the registration

✅ In Summary

Task	Benefit
Paste learner emails	Quickly reach many students in one go
Automatic group linking	No need to explain group code – it’s embedded in the invite
Professional invitation method	Great for schools using formal communication channels

6.4 How to Rotate Cohorts (Generate New Group Code)

If you’re using VirtualX in a school, tutoring centre, or learning hub, you may want to rotate learners each term or grade — for example, onboarding Grade 11s in Term 1 and then Grade 12s in Term 2.

To do this smoothly and securely, you can generate a new group code. This ensures:

• Only your new learners can join
• Previous learners remain, but can be cleared if needed
• Your group stays clean, manageable, and trackable

🔁 What Does “Rotating Cohorts” Mean?

It means:

• You remove old learners from your group
• Then generate a new group code
• And invite a fresh batch of learners using the new code or link

Ideal for schools managing learners term by term, per grade, or per subject stream

🛠 Step-by-Step: Rotate and Refresh Your Group

✅ Step 1: Go to Your Manage Group Panel

🔗 https://app.virtualx.tv/manage-group/?pmprogroupacct_group_id=3

✅ Step 2: Remove Learners You No Longer Need

• Scroll through the member list
• Click the “Remove” or “X” icon next to their name
• This frees up seats for new learners

Don’t worry — removed learners won’t be charged, and their seat is immediately available again.

✅ Step 3: Click “Generate New Group Code”

• Near the top of the dashboard, you’ll see a button:

“Generate New Group Code”

• Click this to create a fresh code
• Your old code will be disabled, but existing learners stay in

Great for clearing out old access and avoiding unwanted re-joins

✅ Step 4: Share the New Code or Link

• New code example: XJ82L3DM45
• Direct link format:
  https://app.virtualx.tv/membership-checkout/?level=28&pmprogroupacct_group_code=XJ82L3DM45

Share it with your new group via:

• WhatsApp
• Email
• Printed slips
• School meetings

🧠 Example in Practice

Ms. Mokoena used her Exclusive View group for Term 1 Grade 11s. At the end of term, she removes all learners, generates a new code, and uses it to register the incoming Grade 12s for Term 2. Clean and simple.

✅ Good to Know

Feature	What Happens
Generate new code	Old code is blocked – no longer usable
Existing learners	Stay in the group unless you remove them
New learners	Must use the new code or invite link
Seat count	Only changes when you remove or add users

🔐 Tip for Admins

Rotating codes each term helps you:

• Manage attendance by class or cohort
• Prevent misuse of shared links
• Stay organised during high-volume onboarding