About groups
Administrators can add groups.
Groups are collections of users that are invited to attend the same meetings. This is usually a Board of Directors or a Committee. Every group has a secretary, who organizes and runs the meeting.
Groups can contain many users and those users will be assigned a member or secretary role within the group.
Guests can't be added to groups.
If you're an administrator, you can:
Add a group
Edit a group
Set task due dates for a group
Archive a group
Manage groups
To manage groups, go to Directory and select the Groups tab. You can add users and groups here.
How users are displayed within groups
Users with PENDING status are displayed first, sorted by last name
Users in the Secretaries section are sorted by last name
Users with no status are sorted by last name, below users
Add a group
Administrators can add groups.
Groups allow you to bring users together for board and committee meetings. It allows members of the group to discuss and access information relevant only to them and restricts access to anyone outside of the group. When creating meetings, you select a group instead of individual users.
Go to Directory and select Add group.
In the Group name box, enter a name for this group.
On the Users list, select the users you want to add to the group. Once selected, they appear on the Group members list. Use search to locate specific names.
At least one user must be assigned as secretary. On the Group members list, point to the user name and select Make secretary.
To remove users from the group, point to the user name and select the left arrow. They will move from the Group members list to the Users list. You can add them again.
When you've added all the users to the group, select Create group.
Edit a group
Administrators can edit the group name and add and remove users. Secretaries can only edit the group name. You can also make a user a secretary here.
Go to Directory and select the Groups tab.
Select the group you want to edit and on the More Options menu, select Edit group.
To change the group name, type the new name in the Group name box.
To add users to the group, on the Users list, select the users you want to add. Once selected, they appear on the Group members list. Use search to locate specific names.
To remove a user from the group, point to the user name and select the left arrow. They will move from the Group members list to the Users list. You can add them again later.
To assign a user as secretary, on the Group members list, point to the user name and select Make secretary.
When you've made your changes, select Save changes.
Archive a group
Administrators can archive groups. Once archived, you can't add or remove users or update roles.
You can archive a group if it's not frequently used but you don't want to delete it. You can unarchive a group at any time.
Go to Directory and select the Groups tab.
Select the group you want to archive and on the More Options menu, select Archive group.
A confirmation message is displayed. Select Archive to confirm. The group is archived.
To unarchive a group, on the More Options menu, select Unarchive group.
Set task due dates for groups
Administrators and secretaries can set and edit task due dates for a group.
Defining dates for meeting tasks helps the secretary keep on top of their responsibilities and plan efficient meetings.
Go to Directory and select the Groups tab.
Select the group you want to set task due dates for. On the More Options menu, select Task due dates. The Task due dates dialog is displayed.
Specify the number of days before the meeting that the agenda, board book, and minutes tasks are due. Default values are provided to help you but you can change them.
When you've entered the due dates, select Save. The secretary for the group will now receive reminders based on the dates you've set.