Corporate (Group) Account Handbook

Corporate (Group) Accounts: a handbook for Account Parents (Owners)


(Last update: 20 May, 2024)

This handbook should help answer most Corporate Account Parents’ questions, and walk you through the various aspects which differ from an Individual account.

Corporate accounts of various sizes and length are offered for groups of 15 people or more. They increase 5 seats at a time up to 50, and then by 10 seats at a time. When deciding on how many seats you may require, you don’t count yourself: you get access anyway.

Here is a quick guide to your corporate membership account:

Your Corporate Account explained

For more detail, read on:

To access your Corporate Account area, login and choose YOUR ACCOUNT>ACCOUNT from the top menu. You navigate around this account page using the tabs below your Username, starting  with “Home”. Click on the 2nd one “Subscriptions”. Then click on the “Sub Accounts” link in the column at the far right.

Your Sub Accounts are listed in alphabetical order of Last Name, and there is a Search Box you can use. There are columns for Date of Last Login and Number of Logins, but these only started registering on 6 March, 2023.

I am not able to prevent a member from asking to join more than one Corporate account, so ask them if they are already a member of another group account.

If a person already has an active individual membership of the site, then they already have access to all the files; you don’t need to allocate a Sub Account for them.

If they are already registered, but don’t have a membership, you can add them to your Sub Accounts. You will require their Username. If they have forgotten their Username, they can retrieve it by choosing LOGIN/LOGOUT from the top menu, but not fill in the boxes; rather they should click on the “Forgot Password” link. This just requires their registered email address, and triggers an email by return quoting their Username. This email also contains a link for them to follow to reset their Password, but they can ignore that if all they wanted to know was their Username.

There are three ways to add members to your Corporate Account. I will discuss them in the order that they show up on the page, but I highly recommend that you use the second method: METHOD B. For each person you wish to add, only use ONE of the Methods.

i. METHOD A

[NOTE: Good for adding just one or two people.]

  1. To add just one Sub Account, click on the “Add Sub Account” button, just below the number of Sub Accounts Used so far;
  2. If the person you are adding is already registered on the site, enter their Username * in the “Existing Username” box. Leave ALL other boxes blank;
  3. If the person you are adding is not registered on the site, complete the 2nd-5th boxes, leaving the first box empty. Picking their email address as their Username can cause problems if the person is likely to change their email address later. [This is why I recommend METHOD B below, as they can choose their own Username];
  4. Check the “Send NEW members the welcome email” box.

* They can find out their Username by logging in and choosing YOUR ACCOUNT>ACCOUNT from the top menu.

ii. METHOD B

[I recommend using this method, but do not use it in conjunction with Method A; you should use one or the other, not both.]

  1. Login in to your Corporate Account and choose YOUR ACCOUNT>ACCOUNT;
  2. Click on the “Subscriptions” tab, and then on the “Sub Accounts” link on the right;
  3. Use the Signup URL. This link appears below the list of Sub Accounts. Copy it by clicking on the ‘page’ icon on the right, then email it to all those people you wish to invite to your Group (Corporate) Account. When they click on that link, they will see it comes from you, and be able to Self-Register and add themselves to your membership, choosing their own Username and Password as they do so. It will add them to your Sub Accounts list;
  4. If they get a message saying the Username and/or Email is already in use, it could be because they already have a registration on the system. In this case they should login first by choosing LOGIN/LOGOUT from the top menu. then clicking on your link. This time their information will already be entered into the boxes;
  5. Keep an eye on your list of Sub Accounts; anyone you don’t recognise, or who you haven’t given authority to be added, you can click on their “Remove” link.

Here is a link to some Signup URL instructions that your new prospective Sub Accounts holders may find useful. This link also appears on the right-hand side of all my pages.

iii. METHOD C

  1. Create a .csv file of all the people you wish to add. The only fields required for the CSV are:
    • Username (“username”)
    • Email (“email”)
    • First name (“first_name”)
    • Last name (“last_name”)
  2. Here’s a link to a sample corporate sub-account member import file:

Corporate Accounts Sub Accounts Example CSV

What to do when you need to renew, or if you need to change the size of the corporate membership

To see your membership(s), login, choose YOUR ACCOUNT>ACCOUNT from the top menu. Below your Username there is a horizontal line of tabs, starting: with “Home” “Subscriptions” etc. Click on the “Subscriptions” tab.  You will see a list of the membership plans you have had since 6 March, 2023.

For your most recent membership, in the right-most column there will be some links. The links you are offered are governed by the status of your membership. For corporate accounts, you will always be offered a “Sub-Accounts” link.

If your last membership is still current, you will also be offered both a “Renew” link and a “Change Plan” link. Click on the “Renew” link if you want the same time period and the same number of Sub Accounts. Click on the “Change Plan” link if you wish to change the number of Sub Accounts.

When renewing your corporate membership, and it is still active, your Sub Accounts will be copied over to the new membership. However, if your current membership has already expired, you will be offered “Subscribe” instead of “Renew”. This offers you all the memberships from which to make your choice.

If your existing Sub Accounts don’t transfer automatically; you need to transfer them yourself. Don’t worry, you don’t have re-enter all your Sub Accounts! You choose your previous membership plan from the “Subscriptions” tab, and click on the “Export Sub Accounts” button. This downloads a .csv file to your computer/device. You then choose your new membership plan from the “Subscriptions” tab, and click on the “Import Sub Accounts” button and choose the .csv file you downloaded previously. There are fuller instructions on this page.

Change Plan: Same time period, but increasing/decreasing number of Sub Accounts

You can change your existing membership at any time to a different number of Sub Accounts, with the same time period plan, although the plan starts afresh:

  1. Login and choose YOUR ACCOUNT>ACCOUNT from the top menu, and click on the “Subscriptions” tab;
  2. Click on the “Change Plan” link and select the new plan from the dropdown list. The value of any time left on the old plan will be deducted from the price of the new one, which starts afresh. This is called proration.

Click on the “Subscriptions” tab again and you will see the new plan (ACTIVE: Yes) and the old plan (ACTIVE: No);

For the active new plan, click on “Sub Accounts”, and you will see they have all transferred to the new plan.

If your Sub Accounts haven’t transferred over from your now Inactive Plan to your new Active Plan, go here. Or contact me and I will transfer them for you.

Change Plan: Different time period

To change your existing membership to a different time period plan, it’s best to do it immediately after the expiry date of your existing plan.

Corporate plans are gathered into 3 separate grouping: those for 4 Months, those for 6 Months, and those for 1 Year. If you change from one time period to a different one, your Sub Accounts won’t be transferred to the new one.

So you need to export the Sub Accounts from your existing plan, purchase a new plan, import the exported Sub Accounts to the new plan.

In detail:

  1. Ensure you are logged in;
  2. Choose YOUR ACCOUNT>ACCOUNT from the top menu, and click on the “Subscriptions” tab;
  3. For the old membership, click on the “Sub Accounts” link;
  4. Scroll down past your Sub Accounts list, and click on the “Export Sub Accounts” link which downloads a .csv file to your harddrive;
  5. Purchase your new plan: from the top menu, choose REGISTRATION>REGISTER FOR 4 MONTHS (6 MONTHS, or 1 YEAR) PLANS – whichever you require;
  6. Click on the “Subscriptions” tab again and, for the new plan you have just purchased, click on the “Sub Accounts” link;
  7. Scroll down to Import Sub Accounts via CSV; click on the “Choose file” button, and navigate to the file you exported in 5. above;
  8. Click on the “Upload CSV” button.

More information about Group (Corporate) Accounts:

Create a dedicated choir page on this site

Click here for how you can create a page on my site just for your group/choir. The intention is that you 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.

What to do if you need to pass on the corporate plan to someone else, even if only for a short time

Ensure that the new Parent of the Corporate Plan is already on your Sub Accounts list. Then notify me of their First Name, Last Name, and Email address.

I will then make the change over for you. They will become the new Parent, and you will be “demoted” from Parent to Sub Account.

What you and your members get for your money

An active Corporate membership entitles the Parent and all Sub Account members to visit the whole site, 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 Corporate Account.

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