Group Accounts detailed instructions

A detailed explanation of how Group/Choir accounts work

Choirs need to nominate a Group Owner to be in charge of the Choir’s Group Account.

Decide how many members of your choir need access: some may already have a paid subscription with me, either an individual one or with another choir; some may not have the need to use rehearsal files. So, don’t count these people in when deciding how big a subscription you need.

Each subscription has a number of “seats” allocated to it. For example, the Choir40 subscription will have 40 seats.

If you purchase a subscription that proves not to be the right size, you can elect to purchase a different one at a later date. After the first Group Account purchase, my system will know how much you paid, and how long you have been using it, so it will work out the correct pro-rata rate before charging/crediting you. You don’t need to wait till the subscription expires.

If you decide you need fewer seats, again you can purchase a lower subscription, but if you have filled your seats and are over the quota for the new lower subscription, you will be prompted to delete the requisite number of members accordingly. Any refund will show as a credit in the Group Account.

Once the Group Account has been created, you gain access at any time by choosing LOGIN / LOGOUT and entering your own Group Owner’s Username and Password. To access the Group Account click on the GROUP OWNERS’ DASHBOARD link on the right-hand side of every page. The Group Owner invites other choir members to join the group, so needs to arm themselves with the following details for each member they wish to invite: Email Address, First Name, Last Name. Please try and obtain a private rather than a work email from your members as, if an auto-response is set, their work system sends the response to me. The Group Owner can either: add each person individually; create a .csv file and load them all up in one go; or let me manage this for you by sending me a .csv or Excel file. I would need you to get permission from each member before sending me their details. Here is a sample .csv file available to show you the format:

member-import-sample

* Here’s what an Excel sheet should look like, which you can 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

Don’t forget to include the three labels in the first row: email, first_name, last_name. It doesn’t matter what order the three columns are in, as long as the headers reflect the data they contain. Notice that it is an underscore character between first/last and name, not a hyphen.

Once you have added people, the “invite” email will be sent to the members. They accept the invite and they will be automatically directed to their “Edit Your Profile” screen. The system will use their Email Address as their Username; they just need to think of a Password. If they were already a member of my site they will already know their Username and Password. If they’ve forgotten their password they can enter a new one.

So, each member of the group has their own Username (their email address) and their own Password. You, the Group Owner, have your own Username and a Password for your own exclusive use.

The Group Owner can recruit help to set up and maintain the account. Just “Set member as Admin”. Admins have access rights to add/edit/delete choir members from the account.

When one of your members next logs in, it may useful for them to tick the “Remember Me” box: this will make things easier for them the next time they log in.

You can edit your Group Account, and add and delete members, at any time by clicking on the GROUP OWNERS’ DASHBOARD link on the right-hand side of every page.

Please remember to add me to your email contacts so that your system recognises my address.

If you need to step down from being the Group Owner, ensure the person you will be handing over the reins to is a member of the group. Then let me know who that is so that I can make the swap for you. It only takes me a second to do that, and the new person becomes the Group Owner. The old Group Owner becomes an Admin member. This can be changed to an ordinary member by yourself or the new Group Owner.