What is it?
A Group is used to dictate a member's permissions, or level of access to the system. Each Member Type you create also creates a Group automatically. Additional Groups may be added at any time, and a member may belong to more than one Group.
What is the difference between Member Types and Groups?
Member Types determine a user's member dues. Groups determine the user's permissions. A user can only be in one Member Type at a time to ensure they are charged the correct dues amount, but they can be in multiple groups. A user in two groups will possess the permissions given to both groups. This is useful if, for example, a member is elected to your board of directors for the year. You may not want to change their Member Type, as they are still a dues paying member, but you want to provide them with additional access to board of director permissioned pages. Adding them to the board of directors group will give them access to that group's permissions, while they will also remain a member.
To note: When a Member Type is created, a group of the same name is also automatically created. It's only necessary to create a group from scratch if no Member Type exists that possesses the group's name.
How to Access
Navigate to Database > Groups
Creating a New Group
1. To create a new Group, begin by clicking the Add button in the top left-hand corner.
2. Give the Group a name, then click Add.
Assigning Group to a Member
To assign a member's Group, you can complete a Profile Import, update a member's profile manually, or use the Advanced Search to tag and re/move users to certain Groups en masse.
1. To manually update a member's group, first view their profile. Inside the profile, click Edit just above the Group assignment.
2. In the modal window, select the Group(s) the member should belong to, then Save.
To add multiple tagged profiles to a group, navigate to the Profile List, tag the profiles in question, then click the Actions tab at the bottom of the page. Choose the 'add to groups' option pictured below.
If you're unfamiliar with the profile list, click here to read the profile list guide.
Comments
17 comments
Is there a limit to the number of groups a member can subscribe to?
Hi Kay - A member is able to belong to as many Groups as needed. Groups are assigned by an Admin from the member's profile. Hope that helps!
I need to be able to search by member group. In Classic, I could select just the Leadership in the Contact Center. Without manually selecting each of the 300 members in the Leadership group, how do I do this?
Joyce Uglow
Hi Joyce - You can search by Group using the Advanced Search from the Profile List, then navigate to the Contact Center. To start, navigate to the Profile List, then select Advanced Search. In the Search by Attribute Value area, select Group, then choose the Group you want to search for from the dropdown. To search by multiple Groups, click Add Criteria, select Group again, and choose the desired Group. Make sure "Match Any Criteria" is selected, then search. If you know you'll be running this search regularly, consider Saving Criteria in the bottom left.
Once you've run the search, choose to Tag All Users on All Pages. Click Actions in the top right, then choose Contact to navigate to the Contact Center.
Hi Joyce - You can search by Group using the Advanced Search from the Profile List, then navigate to the Contact Center. To start, navigate to the Profile List, then select Advanced Search. In the Search by Attribute Value area, select Group, then choose the Group you want to search for from the dropdown. To search by multiple Groups, click Add Criteria, select Group again, and choose the desired Group. Make sure "Match Any Criteria" is selected, then search. If you know you'll be running this search regularly, consider Saving Criteria in the bottom left.
Once you've run the search, choose to Tag All Users on All Pages. Click Actions in the top right, then choose Contact to navigate to the Contact Center.
I did a data import yesterday to add members to our Young Professionals group. Now it appears the import did not leave them in groups they were already assigned to, but replaced all group assignments with the new Young Professionals designation. Did I import incorrectly? Thanks for your guidance.
Hi Wendy - If you're adding members to an additional Group via data import, you will want to export the members first (including the Group column) and add on the additional Group you're adding them to, separating it from the existing Group(s) with ||. That way, the data import won't wipe out existing Group assignments.
I find it easier to add members to a Group in mass from the Profile List. Tag the profiles you want to add, then click the Actions button. Select Add to Groups > choose the Group you want to add them to > save.
This will leave their existing Group(s) alone and add them to the new one. I hope that helps!
Thanks. Yes, previously, I have always tagged from Profile List and add the group. That is a nice easy move. Unfortunately, we have several times a year where marketing lists of 500+ people are imported and we want them set apart as a new group. How could I mark them in their import to then turn around and quickly find them in the profile list to add the group designation?
Wendy - That makes sense. I would recommend copying an existing attribute and updating it with some kind of value (doesn't matter what) via import (ex. 1 or yes) so that you can search on it via the advanced search and mass select > add to a new Group. After you're finished with the attribute, email help@memberclicks.com and let us know that you'd like for us to delete it for you. It might be easier to talk through the process over the phone - feel free to give the Help Team a call at 404-879-2800 if needed!
We have content that should be available to an entire group. Some individuals in the group are members and some are pending, graced, or lapsed members. When we tested permissions, it looked like only active members in the group had access to the content. How do we allow everyone in the group across multiple member statuses view the content?
Hi Michelle – members in Active and Graced status can have access to members only content. Members in Lapsed and Pending status cannot, though (and there isn't a way to give them the ability to). If you need everyone in the Group you created to be able to see certain content, you'll want to allow Prospects/the Public to view that special content, or make sure everyone in the Group is in Active or Graced status. If you have further questions, I would recommend reaching out to the Help Team directly so that they can take a look at your account and the specifics.
Is it possible to members to join groups or be assigned to groups other than member type though the renewal/application forms? Specifically, I'm trying to find a way to link their choice of a state caucus to a group so that they can manage their subscription to a elist through their profile without me having to manually add them to a group. Thanks, Sara
Hey Sara! At this time, there is not an automated way for users to join different Groups on their own. Please feel free to leave us some feedback about that need, and how it impacts your workflow, though!
Is there a way for members to be automatically added to or removed from a group based on a specific attribute? We want to have an e-list automatically update to include everyone with a certain Attribute. We created a Group for everyone with that attribute (so that everyone in that Group could be on the e-list). However, now we have to manually add and remove people from the group when the attribute changes - we'd like it to be automatically updated!
Hey Tara! Forms have the ability to automatically add someone to a Group based on a Selection they've made, but we don't have this with Attributes. For what you're looking for, I would recommend leaving feedback for our Product Team, if you haven't already.
Okay, thank you!
A few hours ago I manually removed some people from a Group by going into each individual profile. Now when I search for members of the Group (using the search: Attribute - [Group] - Is - Name of the Group), those removed members are still showing up. Is there a time lag on this or maybe I am doing something wrong?
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