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, and anything else you will need! Not only can you keep track of group members and communicate with them, but you can set tasks, plan events, share documents, and much more!
Below are the list of steps to get started creating a group and adding 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. On this window you will also select what powers the admins of your group will have. Remember that 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.
Once you hit save, the group will appear on the page. Click the dots on the far right.
You can manage members, change the group settings, or make the group inactive. For now, let’s manage members.
When you first create the group, you won’t have any members. You can add members by clicking the green plus icon. Doing that will bring up the Add Members window.
You can add members by typing their name into the Select Contact bar. If they are an existing contact in your account, it will fill out their information automatically. If you are adding a member who is not a contact in your account, you’ll have to enter their email. It will also save this new person 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 window.
Each of the roles have different permissions. Below is an explanation of each role:
Group Administrator– Full access to group settings and functions
Meetings and Events Administrator– Add/delete/edit meetings & events
Documents Administrator– Add/delete/edit documents
Email Administrator– Manage distribution lists in the email area
Group Member Administrator– Add/delete/edit members from the People screen
Once you’ve given them the appropriate role, you will need to invite them to the group. This will send them an email with a link to where they can 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.
It will also prompt them to create an Aplos account if they do not already have one. If they have a donor account already, this is the same thing. They will be able to access their group and their donations from the same log in. If they are an Aplos user on your account or on another, they can toggle between their account and their groups.
This has been a guide on how to set up your groups. To read about what to do once you are in a group, please go here.
Please feel free to view this recorded overview: