Group Member Management

You must have the Manage Groups role in order to create, delete and manage groups - i.e. to access the Group Member Management page. However, all users can view the groups and use them to communicate within the organization. Note: You can filter for specific groups on the Member tab. See the Filter by Small Groups article.

On the Group Member Management page you can perform the following tasks:

1. Create a new group
2. Rename a group
3. Delete a group
4. Add members to a group
5. Remove members from a group
6. Filter for those who are in a specific group or type of group
7. Filter for those who are NOT in a specific group or type of group
8. Filter for those who are in a specific group or type of group, but who are NOT in another specific group or type of group

The Group Member Management page displays the following information about an org member:

1. Name - with a hover tip that shows additional information
2. Address
3. Gender
4. Age
5. Request
6. Groups - i.e. any group/s within that organization of which they are a member
7. Number in each group is in parentheses beside the group name

Creating Groups:

• Go to the Member tab on the Organization page and click on the link Group Member Management which is located under Other Management
• Type in the name of the small group in the New Group Name field
• Click the link Make New Group
• Continue until you have created all the groups

NOTE: Regarding the naming of small groups...it is recommended that you use a different prefix for each type of group within an organization. For example: for children's camp, you could create groups for your cabins like CB: Smith and groups for recreation like REC: Blue. A camper would be in 1 of each of those groups. The prefix helps with sorting and with queries.

NOTE: Group names cannot be longer than 30 characters.

Renaming Groups

• Go to the Member tab on the Organization page and click on the link Group Member Management
• At the top of the Manage Groups section, use the drop down arrow to Change Target Group
• In the New Group Name field type in the new name of the small group you have targeted
• Click the link Rename Group and then click OK in the 'Are you sure' box

Deleting Groups

• Go to the Member tab on the Organization page and click on the link Group Member Management
• At the top of the Manage Groups section, use the drop down arrow to Change Target Group
• Click the link Delete Group and then click OK in the 'Are you sure' box
  NOTE: When you refresh the page (or do another task on that page), you will notice that the group is gone. Also, this deletes the small group, but does not drop anyone who was in that group from the organization itself.

Adding Group Members:

• Go to the Member tab on the Organization page and click on the link Group Member Management
• At the top of the Manage Groups section, use the drop down arrow to Change Target Group
• Use the check boxes to select those to add to the Target Group
• When done, press the Assign Selected To Target Group button to complete the process

Removing Group Members:

• Go to the Member tab on the Organization page and click on the link Group Member Management
• At the top of the Manage Groups section, use the drop down arrow to Change Target Group - i.e. select the group from which you want to remove members
• Use the check boxes to select those to remove from the Target Group
• When done, press the Remove Selected From Target Group button to complete the process

Filtering for Group Members:

To display those who are in a specific group or a specific type of group -

• Enter the beginning of the group name (or the entire name) in the Is in group starting with: text box
• Press the Filter button

Filtering for those NOT in a specific group:

To display those who are NOT in a specific group or a specific type of group -

• Enter the beginning of the group name (or the entire name) in the Not in group starting with: text box
• Check the Active box
• Press the Filter button

Managing Groups for an Individual:

You can also add or remove individuals from groups by using their Member Dialog box.

• Go to the individual (either in the member list on the organization page or on the person's enrollment tab on their and click their Member Type in the organization to open Edit Member Dialog which will display the list of groups
• Check the box beside the group/s into which you want to add the person or remove the check to remove the person from a group
• Close the Edit Member Dialog box (click the X in the top right corner) - there is no update or save changes link

Use cases for filtering:

Scenario A:

Children's Camp assigns every child to a small group based on the cabin to which they are assigned (CB:) and to a recreation group (REC:). You need to verify that every child is assigned to one of each groups.

• Filter for the cabin group by entering the prefix CB: in the Is in group starting with: field
• Also filter for those Not in group starting with and enter REC: *
• Check the Active box and press Filter

This will show you everyone who is assigned to a cabin but not yet assigned to a recreation group. You can then change the target group and assign them.

Then reverse the process to find any that might be assigned to a recreation group, but not a cabin.

Scenario B:

The Youth Soccer organization needs to assign the members to teams using small groups.

• Create the number of teams needed using TM: as the prefix followed by the name of the coach - TM:Jones.
• View all the members so that you can see the requests.
• Change the target group and proceed with assigning team members.
  NOTE: You can press ControlF and enter a name or part of a name in order to find all those who made the same request.

Scenario C:

Warning! This one is more complex.

There is an organization in which people have enrolled on-line (it is a dinner). Many of those who registered were already in one of several other organizations and in a small group within that smaller organization. The registration was set so as to bring that small group information with the person when they registered on-line - i.e. they are in a small group that begins with SG:. The purpose is to allow the existing small groups to be seated together for the event. Others registered and are not in a small group, but had the option to 'request' to be seated with someone.

The challenge is to create additional small groups (tables) and assign people to tables so that they are either with a) their current small group; or b) the person/s they requested. Also, you want to fill up the tables (which seat 10), so you will combine some small groups.

Here's how I would handle that:

1. Create the New Groups for the Tables, naming them TB: 1; TB: 2; ext.
2. Select the one of the new groups as your Target Group - ex: TB: 1
3. Scan through the list and find those in groups with the most number of members (remember, that is in parentheses beside the name of the group)so you can fill up a table
4. Filter for that Small Group by entering the name in the Is in group starting with: field - ex. SG: Jane Doe
5. Also filter for those Not in group starting with and enter TB: (remember to select the Active box) - this becomes important as you proceed to find those in a Small Group, but not assigned to a Table
6. Click the Select All box and then click Assign Selected To Target Group
7. Repeat Steps 2 - 6 until you have assigned all the small groups to one of the Table groups

What about those who are not in Small Group, but have a Request? Not to fear...there is a simple way to find those who want to sit together. Assign all of those in a Small Group first. Then proceed as follows:

1. On the Group Member Management Page make sure you a viewing everyone not assigned to a table (filter as above in Step 5)
2. Press Control F - to open a Find dialog
3. Enter one of the names listed as a Request and press Find
   NOTE: Google Chrome will display the number of times that name is found on the page and will highlight them
   • This will show you everyone else who may have requested that person