With the Groups & Teams tool, you can create and manage groups of people within Aplos. The groups can be committees in your organization, your board of directors, a group of volunteers, etc. Not only can you keep track of group members and communicate with them, you can also set tasks, plan events, share documents, and much more.
Below are steps to create a group and add members.
Creating A Group
You can create a group by going to the Groups & Teams tab. From there, click the green plus (+) icon to create a new group.
The Create Group window will pop up.
Give your group a name. Then select the power settings for the admins of your group. Members of your group don’t have to be users in your account. Giving someone the admin role in a group will not give them access to your Aplos account.
You can click “Save & Add” to continue adding groups. Clicking “Save & Close” will close the pop-up window, and any groups you added will appear on the page. Then you can click the dots on the far right to manage your groups.
You can manage members, change the group settings, or make a group inactive. For now, let’s look at managing members.
When you first create a group, there won’t be any members in it. You can add members by clicking the green plus (+) icon. Doing that will bring up the Add Members window.
Add members to the group by typing their name into the “Select contact” field. If they are an existing contact in your account, the system will fill in their information automatically. If you are adding a member who is not a contact in your account, you’ll have to enter their email. This new person will also be saved as a contact in your Aplos account.
Once you’ve entered your members, you can give them their role in the group.
Click the icon under the Roles column to bring up the Roles pop-up window.
Each of the roles have different permissions. Below is an explanation of each role.
Standard Member: View all group members and their contact information, including phone, email, address, and birthday. Someone with this role also has the ability to email members of the group, upload files, and view existing meetings and events.
Group Administrator: Access all group settings and functions, including assigning member admin roles.
Group Member Administrator: Someone with this role has the ability to manage members within the group, including adding members, editing member details, and deleting members.
Documents Administrator: Someone with this role has the ability to manage documents for the group, including the options to add, edit, and delete documents.
Email Administrator: Someone with this role has the ability to manage email/distribution lists for the group, including adding, editing, and deleting lists.
Meetings and Events Administrator: Someone with this role has the ability to add, edit, and delete any meetings and their related details.
Once you’ve given members their appropriate roles, you will need to invite them to the group. This will send them an email with a link they can click to access the group. You can invite them one by one by clicking on the Actions button next to their name, or you can click “Invite All” on the top right.
The email will also prompt people to create an Aplos account if they do not already have one. If they have a donor account already, this is the same one. They will be able to access their group and their donations from the same login. If they are an Aplos user on your account or on another account, they can toggle between their account and their groups.
Learn more about what to do once people are in a group.
Also, feel free to view this recorded overview: