5.1 Groups List

Group Leader Access
Parts (a) and (b) below describe how a Group Leader can view the Group Record for their Group. Editing of Group Records is covered in parts 5.2 to 5.5.

Groups Co-ordinator Access
Part (c) below describes additional functionality which is typically only available to Groups Co-ordinators, Committee and Administrators.

a) The Groups List
As a Group Leader your Home Page will usually look similar to that shown below, depending on the extent of system access given to you by your U3A committee.

 

Click the blue Groups link to view the Groups List, which initially shows all active Groups and Group Leaders. To include non-active Groups, untick the Show active only box [A].

Your U3A may have used the option to categorise similar Groups into Faculties such as ‘Art & Literature’, ‘Food & Drink’, ‘Walking’, etc. To display the Groups assigned to a particular Faculty, select the Faculty from the drop-down list [B].

Groups for which you are a Leader or you have viewing or editing rights are highlighted blue [C].

There are several features to help quickly navigate around the Groups List page:

Clicking any letter in the block above the table [D] will jump to Groups starting with that letter. Clicking the ‘down’ arrow in the top right corner of the page will scroll to the end of the list at the bottom of the page. Clicking the ‘up’ arrow in the bottom right corner to scroll back to the top of the page. The up and down arrows in the left column [E] perform a similar function.

b) Group Records
Groups for which you are a Leader or for which you have viewing or editing rights are highlighted blue. To view the Group Record for one of these Groups, click on the Group name in the Groups List, or elsewhere where Group names are shown.

Each Group Record comprises four sub-pages:

• Details      see 5.2
  
  
• Schedule   see 5.3
  
  
• Members  see 5.4
  
  
• Ledger       see 5.5

You can select between these on the row beneath the Group Record name [F]. The active sub-page has its name in black.

For details of how to view and edit your Group Record pages, refer to parts 5.2 to 5.5.

c) Groups Operations
Users with roles such as Groups Co-ordinator or Committee Member may be able to send emails to Group Leaders, download Group details or add & remove Groups, depending on the extent of system access allocated to them.

Emails & Downloads

To select one or more Groups prior to performing any of the operations described below, tick the required box(es) in the left hand column. Or click ‘Select’ at the bottom of the column, followed by one of the choices from the drop-down list that appears: Select All               for all displayed Groups/Leaders Email only             for Group Leaders with an email address Without email      for Group Leaders without an email address

After selecting one or more Groups or Leaders, the following operations are available by choosing from the drop-down list below the table and pressing the Do with selected button:

• Send email to leaders: opens a form on which you may compose an email for sending to the selected Group Leaders (see 6.1).
  
  
• Download groups: to generate an Excel file showing the Group Leader, Meets, Venue & Details.

                     

Group Coordinator is not a Leader/Convenor

If a U3A's Group Coordinator does not organise a Group then they will not receive Beacon emails sent to all Group Leaders/Convenors.

A way around this is to create a dummy Group called, for example, zGroup Coordinator where the Groups Coordinator is the only member and they are made the Leader/Convenor.

Adding and Removing Groups
See 5.6 for details of how to add and remove Groups.

Revision History

v2	2021-04-29	Lyn Bossons	Previous KB article 'Group Coordinator is not a Leader/Convenor' added to part (c)