Group Account Handbook

Group Accounts: a handbook for Group Owners


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 that you give the Role of Admin to.

  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. What to tell your prospective members
  5. Members invitation email
  6. Group Owners’ Dashboard
  7. What do I and my members get for my money?
  8. Create a dedicated choir page on this site

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.

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.

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.

4. What to tell your prospective members

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

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.

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.

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

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.

5. 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. Here is what a ficticious 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
  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

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

6. Group Owners’ Dashboard

Click here to see a description of the Group Owners’ Dashboard

7. What do I and my members get for my 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.

8. 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.