Please note that a change to the layout of the Group Details screen in February 2026 has not been updated in this article.
The functions described on this page are typically only available to Groups Co-ordinators and System Administrators, subject to the permissions given.
a) Adding a New Group
To add a new Group Record, either click Add New Group at the top of the Groups List page:
or, click Add New Group at the top of any other Group Record:
Fill in the Group Details as described in 5.2 Group Records: Details and then press the Save Record button:
Saving the Group Details also creates the Schedule, Members and Ledger pages:
Go to the Members page and add one or more Group Leaders to the Group as ‘ordinary’ members before elevating them to Leader as described in 5.4 Group Record: Members.
Usually Group Leaders will be set up as a System User and assigned the ‘Group Leader’ Role to enable them to view and edit Group Records. This can only be done by the System Administrator.
It is possible for members to be designated as Group Leaders in Beacon without being given System User access – perhaps so that they can be included on emails to Group Leaders sent from the Groups List page.
b) Making a Group Inactive
To make a Group Inactive change the Status to Inactive and press Save Record:
Making a Group Inactive will retain the Group and allow it to be reinstated at a later date.
Inactive Groups are not displayed on the main Groups List unless the Show active only box in unticked.
c) Deleting a Group
Note: once deleted a Group cannot be reinstated, so you may wish to consider making the Group Inactive as described above.
Group Records may be permanently deleted by pressing the Delete button on the Group Details page:
You will be asked to confirm the deletion by pressing Delete:
If there are any Transactions associated with the Group there will be a reminder that these will be removed:
d) Ledgers and Transactions for Deleted Groups
Deleting a Group will also delete the Group Ledger for the Group.
Transactions that were associated with the Group in the main accounts Ledger will no longer appear in Ledger (by group).
The deletion process appends a comment to the Remark box for each Transaction that includes the name of the Group and the date that the Group was deleted:
Note it is strongly recommended that all Transactions associated with a Group use the Details box to note the name of the group and reason for payment/money received.
Revision History
| v2 | 2021-06-16 | Lyn Bossons | Paragraph about deleting the Group added |
| v3 | 2022-12-06 | John Alexander | Warning about not being able to retrieve deleted groups |
| v4 | 2026-02-05 | Graeme Bunting | New screenshots added. Ledgers and Transactions for deleted Groups added |
| v5 | 2026-02-20 | John Alexander | Added comment re new Detail screen |
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