Incoming requests

The Incoming requests tab is part of Letters of Introduction in the Affinet dashboard. It shows visit arrangement correspondence: requests from members of other clubs who want to visit your club. You can review each request and respond (e.g. confirm availability, suggest dates, or ask questions). Requests can also be managed using magic links sent by email—you receive a link to view and respond without logging in.

Where to find it

  1. Open the Affinet dashboard.
  2. Click Letters of Introduction in the dashboard navigation.
  3. Click the Incoming requests tab in the left sidebar.

What you see

A table of incoming visit arrangements. When there are none, you’ll see a message that there is no incoming correspondence at this time.

Columns include:

  • Member Name – the visitor
  • Home Club – the club they belong to
  • Visit Start Date / Visit End Date – planned visit dates
  • Status – e.g. New or In Progress
  • Last Responder – who last replied (You, Member, or None)
  • Last Activity – when the last action was
  • Actions – Respond and Reject

How correspondence works

Turn-taking. Correspondence takes turns. You cannot reply to something you have already replied to—you must await the member's response before you can send another reply. When Last Responder is You, the Respond and Reject buttons are disabled until the member has responded. The member receives an email with a link to view your message and reply; once they do, it is your turn again.

Your role. In the system you can only provide advice and assistance (e.g. confirm dates, add notes, approve or reject the request). It is up to the member to accept the arrangement. When they accept, their club issues the letter automatically and the visit will also appear in your Calendar.

When a visit arrangement request needs your action, you receive an email containing a magic link. Clicking the link opens the request in your browser so you can view details, add notes, and approve or reject—without logging in. The same request also appears in the Incoming requests tab when you are in the dashboard. Magic links expire after a set period; if a link has expired, use the dashboard tab instead (while logged in).

Actions

Respond – open a form to reply to the member (e.g. confirm availability, suggest dates, or ask questions). Use this to coordinate the visit. Respond is only available when it is your turn (i.e. when Last Responder is not You).

Reject – decline the visit arrangement. Use this when you cannot accommodate the visit or the request is no longer valid. Reject is only available when it is your turn.

Tip

Respond promptly so visiting members and their home clubs know whether the visit can go ahead.

  • Outgoing requests – your members’ letter and visit requests and issued letters.
  • Member management – your validated members.
  • Calendar – upcoming visits at your club.