Managing Groups

Chris Quiroz -

All users in your site will belong to a group. Workflows are based around groups of users so that all members in a particular group have the same site experience. You can create as many or as few groups as you need. At minimum sites generally need at least two groups of users, one of type Applicant or Award Applicant and one of type Reviewer.

There are four different types of groups you can create:

  • Applicants: Consists of users who are applying to your scholarship, award, grant, or program. These are the users that create submissions. Use this group type if your site allows users to apply for a single award.
  • Award Applicants: Consists of users who are applying to your scholarships, awards, grants, or programs. These are the users that create submissions. Use this group type if your site allows users to apply for multiple awards.
  • Reviewers: Consists of users who judge or review the submissions that come into your site. Reviewers decide who “wins.”
  • Recommenders: Consists of users who submit letters of recommendation or supplemental material on behalf of an applicant. This group type is not required for all sites.

Creating Groups

Group creation is the first step in creating a site and is generally something your onboarder will assist with.

To create a group:

  1. Select Edit your Site from the left menu and click Groups.
  2. Click + Add Group in the upper right corner.
  3. Select the Type of group you want to create.
  4. Give your group a name. For example, if you are creating groups of reviewers who are responsible for different stages of review, you could name a reviewer groups “Final Reviewers” or “First stage reviewers.”
  5. Click Create Group.

Adding Members to a Group

Your site’s workflow determines how members are added to groups. For example, for most sites, applicants or award applicants are automatically added to the appropriate applicant group when they sign up to create a submission. No matter how your site is set up to add users you can also manually add or remove members from groups.

To manually add a member to a group:

  1. Select Edit Your Site from the left menu and click Manage Users.
  2. Click Add User from the upper left.
  3. Fill out the new user form, selecting which groups you want to add them to.

To add members to a group with a CSV file:

  1. Select Edit Your Site from the left menu and click Manage Users.
  2. Click Add User from the upper left.
  3. Select the Import User tab.
  4. Click Browse next to File and select a properly formatted CSV file containing your users. Your CSV file’s first row should contain column headers: First Name, Last Name, Email, and Group. Any additional columns will be treated as custom fields.
  5. Check the box next to I have permission to contact this user via email and click Import.

Removing Members from a Group

When you remove a member from a group they will no longer be shown tasks assigned to that group.

  1. Select Edit Your Site from the left menu and click Manage Users.
  2. Select the user you want to remove from a group from the users table.
  3. Select the group you want to remove them from, from the Remove From table.
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