There are three permission levels in Groups, and each person can have their own permission.
Group members are people who have been added to a group by either an administrator or group leader and logs into the group page using an email authentication system. Once they enter their email address, a unique link will be generated and sent to their email account. After they log in, they can access any private groups, view the exact location of events for their group, and access any group resources.
Once a group member is logged in, they can:
Add a Group Member
In a group, an Administrator can add a person to a group from the Members tab. Type the name of the person you'd like to add, and if they don't yet exist, select Create a new member to add them to your database.
On a group page, a Group Leader can add a person to a group from the Members section. Select Add a member, type the name of the person you'd like to add, and if they don't exist, select Create a new member to add them to your database.
Group leaders can also add new group members in the course of taking attendance at a group event.
A person can also be added to a group by joining the group.
Remove a Group Member
An Administrator can remove a member from a Group on the Members tab. Choose the dropdown under Member Actions on the same line as the person then Remove from group.
A Group Leader can remove a person from the Members section on the group page by selecting the X. They will then have to confirm the removal.
When a person is removed, their information is still available in the database through People. To fully remove the person from the database, make them inactive.
Group Leaders can create events, add resources, and communicate with group members once they log in on the public side of groups. They can't access the administrative side of Groups and make changes for the entire system the way a Groups administrator can.
Make a Member a Leader
Administrators can promote group members to group leaders on the administrative side. From the Members tab on a groups page, choose the dropdown under Member Actions on the same line as the person then Make Leader.
Once logged into their group page, group leaders can:
- Modify the group information, such as name, description, contact information, and group image.
- Change the group's location.
- Manage the group's calendar by adding and removing events.
- Take attendance at group events.
- Add and remove members and resources.
- Contact all group members.
Some group settings within the administrative side of Groups can be configured to limit what group leaders can do. An Administrator will see those settings when visiting each group on the Admin side.
To change the main information displayed on a group, select Edit Group, which will change the page to an editable format:
- Change your group's name.
- Add your schedule--this will not add to the calendar.
- Type your contact email and phone number.
- Upload a new image or remove the current one.
- Add a group description.
Events are the biggest reason for groups! Serving opportunities and parties are examples of events that Group Leaders may want to create. Make them recurring or one-time, span over several days or a small time frame and add a location for people to plug right into their maps.
Select Add a new Event.
You--and other members--can subscribe to the calendar using most Calendar options. Hit the button to see the options or copy the iCal link.
Enter the necessary information for your event, including the Event Description and Location.
Select Save changes to add the event to the calendar.
Once you've added the event, you can view the full calendar, add the event--or other events--to your calendar, or take attendance for that event.
The group leader will receive an email reminding them to record attendance ten minutes before the event.
Select Add a member and type the name of the person to add them to the group.
To delete a member, choose the on the line by their name.
Resources are documents or images you'd like your members or leaders to access. Instead of emailing the resource, requiring members to dig through their email, attach the resource to your group, and it will be accessible at any time.
Select Add a resource.
Upload a file from your computer then fill out the rest of the information. You can even choose who the resource is visible to--Members or just Leaders.
Select Create Resource, and your resource will be added to the group.
Some resources are required to be in groups. If the button to edit the resource is not visible, you'll need to ask an Administrator to remove the resource on the Admin side.
Send emails to members and approve or reject a person's application.
Send an Email to Group Members
To send an email, select Email group members.
- See who you're emailing as well as a message about people without email addresses
- The email will be sent from the person who is logged in.
- Add your subject then choose to use Editor or Markdown to create your message.
- Editor gives you a place to type and use the format bar for basic text formatting
- Markdown is a markup language that is converted to HTML which you can use to format text.
- Select Send, and the email will be sent!
Approve or Reject an Application
If you approve the application, the applicant will receive an email letting them know they've been added to the group; however, if you reject the application, you'll need to enter a reason for the rejection, and the message will be sent to the applicant letting them know their application was not accepted.
Groups Administrators have unlimited control in Groups. They can set up group types, edit groups in bulk, and access information otherwise marked private to leaders.
To add an administrator, go to the people tab on the admin side of Groups. Select the Administrators tab and choose Add Administrator then enter the name of the person, and, if they're not already in your database, create a new person.
To remove an administrator from Groups, go to the Administrator's profile and select Remove admin access.
Delete removes the person from Groups entirely. Any history recorded will be deleted forever, so instead of deleting the person, make them inactive on the People page.