5.6 Adding & Removing Groups

The functions described on this page are generally only available to Groups Co-ordinators and System Administrators, subject to the permissions given.

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 part (b) and then press the Save Record button which saves the Group Details page and 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 part (c).

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.

Removing a Group
Group Records may be permanently deleted by pressing the Delete button [G] on the Group Details page.

Alternatively, you may prefer to change the Status of the Group to Inactive [H] which will retain the Group and allow it to be reinstated at a later date. Inactive Groups are not displayed on the Groups List unless the Show active only box in unticked [A].

Please note that deleting a Group will not affect transactions relating to that Group though the transactions will no longer be associated with that Group. Therefore, it is strongly recommended that the Details box on the transaction record clearly states the purpose of the transaction (e.g. name of Group and reason for payment) so that subsequent examination of accounts can be fully explained. This must be done before the transaction is reconciled (cleared).

Please Note that deleted groups cannot be retrieved and will have to be recreated.

v2	2021-06-16	Lyn Bossons	Paragraph about deleting the Group added
v3	2022-12-06	John Alexander	Add warning about not being able to retrieve deleted groups.