Group Account Handbook

Group Accounts: a handbook for Group Owners


(Last update: 6 May, 2020)

Now that you have a Group Account subscription to my site, this handbook should help answer any questions that you have, and walk you through the various aspects which differ from an Individual account. Much of this handbook will also apply to any members to whom you give the Role of Admin.

  1. How to start the process of adding members to your group
  2. How to add these members to the group
  3. How to use a .csv file
  4. Possible warning messages after adding new member(s)
  5. What to tell your prospective members
  6. Members invitation email
  7. Group Owners’ Dashboard
  8. What you and you members get for your money
  9. Create a dedicated choir page on this site
  10. What to do if you need to change the size/duration of the group membership
  11. What to do if you need to change the ownership of the group
  12. What to do if you want to suspend your membership for a period of time

1. How to start the process of adding members to your group: information collection

Each group account includes a set number of seats for “members”. The Group Owner is already allocated the first seat; he/she can then add or import the other members in order to give them access to the group.

Collect from all the people you are going to invite to be a member of your group: first_name; last_name; email (this latter will be used by the system as their individual Username. Please take special care in getting the email correct. May I make a plea for your members to use a private email address as opposed to a work one; when an auto-reply is set, as often happens on a work email, the reply comes to me; also when a member changes employment, or retires, having that old email as the Username will not work.)

Note that for European GDPR compliance (I am based in the EU so have to abide by their rules; this will be the case even after a successful (?) Brexit), you need to get each member’s permission to enter their name and email address to the group. I know it seems obvious. Choirs that I have been a member of have done this by handing out a form to be completed by each member. This form should simply ask for the member’s agreement to have their name and email address entered into the group account. Note that it is you, not me, that needs this permission.
Top

2. How to add these members to the group

You can invite your members one at a time. Once the Group Owner (or Admin) has logged on, you will be able to see your Group Owners’ Dashboard. There is a link on the right-hand side of all the pages on my site. Clicking on this opens up your Dashboard, and there is a section for you to add new members one at a time. You need First Name, Last Name, and Email.

As you add each member, my system sends them an invitation email (see below). It explains what they need to do next in order to become a full member of your group. It contains a link for them to follow which enables them to set their own individual, private password.

But it is much quicker to import a .csv file (see below) containing all their details and invite them all at once. If you wish, you can send your list of people to me (preferably in .csv format, or Excel sheet format). You, the Group Owner, already have the first seat, so should not be added to the list.
Top

3. How to use a .csv file for adding members in bulk.

Most people know how to use a spreadsheet. You may even have your members already recorded in this way. So, rather than add your members one by one, you can add them in bulk by entering their three bits of information onto a spreadsheet, saving that sheet in .csv format, and then uploading them all in one go using your Group Dashboard.

Here’s what an Excel sheet should look like, which you should then save in .csv format:

__|______A_____|_____B_____|_______C________
1 | first_name | last_name | email
2 | Joe              | Bloggs        |joe@bloggs.com
3 | Molly          |Smith           |molly@smith.com
4 | etc

Row 1 is vital: my system needs to know what information you are sending it. Note also that it is an underscore character not a hyphen in this first row, and that only lower-case is used. You start listing your member data in Row 2. It doesn’t matter what order the columns are in, as long as each column’s header matches the data it contains.

You the Group Owner are already entered in the Dashboard, so do not include yourself in the .csv file.

Once you have uploaded the .csv file of your members, my system sends them an invitation email (see below). It explains what they need to do next in order to become a full member of your group. It contains a link for them to follow which enables them to set their own individual, private password.
Top

4. Possible warning messages after adding new member(s)

  • Invalid email address: correct the address
  • Already has a paid-for membership: ask the member to wait until their current membership expires
  • Already a member of a group: members can only belong to one group at a time. They could stay with their current group, or they could leave their current group by choosing YOUR ACCOUNT>YOUR MEMBERSHIP and clicking on the “Leave Group” link.

Top

5. What to tell your prospective members

[“You” in this section means the prospective member of your group]

Contact from my site to you is done exclusively via email, so please add me to your email contacts so that your system recognises my addresses, replacing  (at)  with the symbol @, and (dot) with a full-stop .

john_fletcher (at) mac (dot) com
rehearsalfiles (at) johnfletchermusic (dot) org

Some email providers are getting very zealous about which emails they perceive as spam, and do not even send them on to their customers; rather they keep them in their email account on their website. So, it is a good idea to add my email addresses to your Safe Addresses list on your email provider’s website. There are instructions about this on one of my members’ choir website: click on the “NON-RECEIPT OF EMAILS” link which you will find on the right-hand side of every page. It refers to BT addresses, but it applies equally to all email providers.

You will have given your name and email address (a private one rather than a work one) to the Group Owner. You will have given your permission for your details to be added to the group account, and to have that information sent to me.

You will receive an “Invite” email. Click on the link it contains and you will be taken to a screen to choose a Password. If you get taken to a different page, just choose YOUR ACCOUNT>EDIT YOUR PROFILE and you can enter a password there. Doing this accepts you fully into the group.

You should also follow the link in the invitation email to read my Privacy Policy and to complete the Opt-In form for GDPR compliance.

If you are new to my site, the system uses your email as your Username. You just need to enter a password.

If you were already a member, you will retain the Username you were using, although your email address will also work in the Username box. You may carry on using the same password, but if you’ve forgotten it you can enter a new one.

To login in future, choose LOGIN / LOGOUT. Your browser may insert a previously used username and password into the login boxes. Carefully erase any characters from the Username box before typing in your new one. Your Username will be your Email Address, unless you were already a member before being invited, in which case you will already know your Username. Put your Password into the Password box. Again, your browser may have entered an old password disguised as a row of xxxxxx or ******. Carefully delete these before typing in your password.  If you forget your Password, just click on the “Lost your Password?” link.

If you decide you want to leave the group for any reason, just choose YOUR ACCOUNT>YOUR MEMBERSHIP and click on the “Leave Group” link.
Top

6. Members invitation email

As you add each member to your group, either individually or en bloc by uploading a .csv file, the system sends them an invitation email. Note that the link in the invitation email expires after 7 days; if an invited member hasn’t responded in that time, the invitation will need to be resent. This can be done by either the Group Owner or an Admin.

Here is what a fictitious Winnie Mouse would receive if she were invited to join Anytown Choral Society by its group owner Mickey Mouse:

===================================================================

Hi Winnie,

Mickey Mouse has invited you to join the Anytown Choral Society group subscription to JohnF’s Rehearsal Files

These are the steps you must take in order to become a member of this group:

  1. To accept this invite Click here to join the group or click on (or copy into your browser address bar) this link: xxxxxxx   Note that this link will only remain active for 7 days after the date of this email being sent to you; if you leave it longer than that, please contact the Group Owner and ask for the invitation email to be sent again.
  2. You will see a message confirming your acceptance, and be directed to set a password (enter it twice)
  3. If you are not directed to set your password, choose LOGIN / LOGOUT and click on the “Lost your Password?” link, which just requires your email address
  4. If you are already a member of my site, then your existing Username and Password will still work
  5. You should view my Privacy Policy, then fill-in the opt-in form by choosing YOUR ACCOUNT>GENERAL DATA PROTECTION REGULATION (GDPR) OPT-IN from the top menu

That’s it. To access the site in future, visit johnfletchermusic.org and choose LOGIN / LOGOUT. Enter your username or your registered email address into the Username box, and the password you chose above into the Password box, then click the button.

If you have forgotten your password, you can click on the “Lost your password?” link on the Login page.

Please add my name and two email addresses to your email contacts list, replacing (at) with the @ symbol, and (dot) with a full-stop/period. I am told this may help to ensure that messages from me get through to you:

john_fletcher (at) mac (dot) com
rehearsalfiles (at) johnfletchermusic (dot) org

If you decide you want to leave the group for any reason, just choose YOUR ACCOUNT>YOUR MEMBERSHIP and click on the “Leave Group” link.

Note that, if you click “reply” to this email, it will get sent to me, JohnF. If you want to contact the Group Owner Mickey Mouse, their email address is: mickeymouse at anytown.com

If you need help, there are some useful articles in HELP menu at the top of every page.

Many thanks,
JohnF

===================================================================
Top

7. Group Owners’ Dashboard

When you first purchase a group subscription, you use your group dashboard to add those people in your group who you want to be members.

You access the Dashboard by logging in, then clicking on the GROUP OWNERS’ DASHBOARD link which is available on the right-hand side of every page, just below the Search Boxes

In the Add Group Members section you can add an individual person. Fill in the First Name, Last Name and Email boxes and click on the Add Member button. This last action sends out an Invite email to the person,

In the Import Group Members section you can import a prepared .csv file that contains the data for all your choir. Click on the Choose File button to navigate to the file on your harddrive, then click on the Import CSV button. Ensure you have prepared the file correctly (See How do I set up a .csv file). This sends out the Invite emails to all those in the .csv file. Click here to see the pro-forma email that gets sent out to your members.

Once added, you will see all your members listed under the Group Members section. There is a search box which accepts either your member’s username or their email address – useful for large choirs.

If a member you have added was already a subscriber to my site, my system will pull over the information it already holds. An invitation email will still be sent.

For each member you will see:

  • Name
  • Email
  • Role:
    • Invited: is the Role when a person is first invited. It indicates they have been sent their group invite email, but that they haven’t yet responded to the invite.
    • Member: is the Role when a person has clicked on the link contained in their invite email, which link also takes them to their Profile page so that they can enter their own private password.
    • Admin: is the Role you can give to a “Member” if you want them to help in managing your members.
  • Actions you can take, which vary depending on what Role they currently have:
    • Remove from Group: you can apply this action to all three Roles.
    • Set as Member:
      • you can apply this action to those having the “Invited” Role. This should be applied sparingly as it invalidates the link in the invite email, clicking on which will now take them to the Home page rather than their Edit your Profile page. This is no good if they haven’t set their password. In this case advise them to use the “Lost your password?” link on the Login page.
      • you can apply this action to those having the “Admin” role, in order to remove their admin status.
    • Resend Invite: you can apply this action only to those having the “Invited” Role, to be used if the person says they have lost their invite.

There are three further sections to the Dashboard:

  1. Add Group Member
  2. Import Group Members
  3. Group Settings

These sections are self-contained so click on its relevant button to complete your task before proceeding to another section.
Top

8. What you and your members get for your money

Group membership entitles the Group Owner and all members of the group to visit the whole site, both for in- and out-of-copyright material, and to play all the files through browsers, and/or to download them to hard drives. They can then load them onto any mobile device they own which will play them. In-copyright files must not be shared with anyone else, unless they are a member of your group.

In-copyright MP3 sound files must not uploaded directly to your or any website. Choose HELP>COPYRIGHT for reasons why not.
Top

9. Create a dedicated choir page on this site

Click here for how you can create a page on my site just for your group. The intention is that provide a list of the music you are currently rehearsing, and you make each title a link to the actual page on my site which holds the rehearsal files.
Top

10. What to do if you need to change the size/duration of the group membership

For a like-for-like renewal of your existing membership, logon and choose YOUR ACCOUNT>YOUR MEMBERSHIP and click on the “Renew Membership” link. You can do this at any time, even after your membership has expired. If your membership is still active, the new period is added on to the end of the existing membership. If your membership has expired, the new period starts again on the day you make the renewal

If you wish to increase the size of your group, my system works out the value of any unused portion of your existing membership still left to run. This value is deducted from the cost of the new membership. Your new membership will then start afresh from the date you make the change.

The same applies if you wish to decrease the size, but you should reduce the number of occupied seats if necessary so that it is equal to or less than the size of the new group, otherwise my system will just remove members at will.
Top

11. What to do if you need to change the ownership of the group

You need to contact me. The proposed new owner needs to be a full member of your group already, so add them if that isn’t the case. Then the current owner should let me know the name of the group, and the name and email address of the person who will be taking over. It’s all very simple, but as there are various bits of data on my system which need transferring, it isn’t something that you can do yourself.
Top

12. What to do if you want to suspend your membership for a period of time

You need to contact me. I expire your existing membership, after calculating the value of any unused portion remaining. I then give you a Discount Code to use when you are ready to start up again.

The old membership will retain all your members, but neither you nor your members will be able to access any sound files whilst the memberships is “Expired”. If any of your members do want to continue to have access to the site, they need to login to their account, choose YOUR ACCOUNT>YOUR MEMBERSHIP and click on their “Leave Group” link.

When you are ready to start up again, login and choose YOUR ACCOUNT>YOUR MEMBERSHIP and click on the “Renew (or change) your membership link. This takes you to the page to choose a new membership level. Note that, if you decide to reduce the number of seats, you should ensure your existing seat count equals or is less than the new membership seat count. You should “Remove” members if necessary. When you scroll down to the payment section, you will be able to enter the Discount Code I gave you.

The new membership will start afresh from the date you create it.
Top