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 set the audience, compose the email, and send or schedule.

You choose who receives it. The default audience is everyone from your most recent import, but you can refine by membership level, tag, or login status.

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 and valid for 30 days. If a member’s link expires, they can request a new one without contacting an admin.

The broadcast status moves through queued → sending → sent as MapleGather dispatches the emails. If something interrupts sending midway, the status becomes partial. If you cancel mid-send, it becomes cancelled — and any email already sent cannot be recalled.

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 30-day window has passed. The member sees “Link expired” and can enter their email to receive a fresh link.

The self-service expired-link flow means members can recover without admin intervention. MapleGather sends the admin an informational notification when members request new links, but admin approval is not required.

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.