How the post-migration broadcast and account claim work

When you import members into MapleGather, those members don’t automatically have passwords or know they’ve been moved to a new system. The post-migration broadcast and account-claim flow are how they find out — and how they get access to their accounts. This page explains how the two systems work together.

How it works: the broadcast

The post-migration broadcast is a one-time email that goes to your imported members. You configure it in the broadcast configurator after your import completes.

The broadcast isn’t just a notification — it contains a personal magic link unique to each member. This link is the gateway to the account-claim flow. Without it, a member can’t set up their password or confirm their profile.

What triggers the broadcast

You trigger the broadcast manually — MapleGather never sends it automatically. The broadcast configurator opens from Set up the broadcast on the import summary page. From there you compose the email and send it — it sends straight away; scheduling a later send isn’t available.

It goes to everyone from your most recent import — you can’t narrow the audience by membership level, tag or login status yet.

The claim link in every email

Each member receives their own unique claim link — not a shared URL. The link encodes a cryptographic token (magic_link_token) that is bound to that member’s account. The link lasts as long as your organization’s claim-link lifetime — 30 days by default. You can shorten it — under Claim link valid for on the broadcast page (7, 14 or 30 days) or in your organization’s security settings — but it is never longer than 30 days. If a member’s link expires, they can’t request a new one themselves — they ask you, and you re-send their claim link from the transition dashboard.

The broadcast status moves through queued → sending → sent as MapleGather dispatches the emails. If some emails can’t be sent, it ends partial (shown as Partially sent); if none can, failed. You can cancel only while it is still queued — before any email goes out; it then becomes cancelled. Members who have already claimed their account are never sent another claim link.

The account-claim flow

When a member opens their email and selects the claim link, they land on a multi-step claim screen:

Confirm profile — the member sees the data imported for them and confirms it’s correct (or flags it for correction).
Set password — the member chooses a password for their account.
Payment method (optional) — if the organization has billing configured, members may be asked to add a card.
Welcome — the member is welcomed to the portal and can start a tour or go straight to their dashboard.

At each step, the member controls what happens. The claim flow doesn’t communicate back to the admin in real time — it operates independently.

What happens to the token

The claim token can be in one of three states:

active — Valid and unused. The claim flow starts normally.
used — The member already claimed their account. The page says “Already claimed — log in normally” and offers the sign-in link.
expired — The link’s lifetime has passed (30 days unless your organization chose a shorter time). The member sees “This link has expired” and is told to ask their organization to send a new invitation.

There is no self-service way for a member to get a new claim link. Recovery goes through you: re-send the member’s claim link from the transition dashboard, and the new link lasts your organization’s claim-link lifetime.

What the transition dashboard shows

The transition dashboard gives you a funnel view of where your members are in the claim process — sent, claimed, and verified. This is an opt-in view; the dashboard is available from Migration > Transition dashboard after the broadcast is sent.