5.4 Group Record: Members – u3a Beacon

Viewing your Group Record
To view the Group Record for your Group, click on the Group name in the Groups List (see 5.1 Groups List), or elsewhere where Group names are shown. Groups for which you are a Leader or for which you have editing rights are highlighted blue.

Each Group Record comprises four sub-pages:

Details see 5.2 Group Record: Details
Schedule see 5.3 Group Record: Schedule
Members see below
Ledger see 5.5 Group Record: Ledger

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

Note: The things that you can view and the operations that you can perform may differ from those described below, according to the System Access and Privileges allocated to your Role by your u3a Committee.

Viewing your Group Members
The Group Members page holds contact information for the members of your Group.

Members are shown in red if they are Lapsed (Patricia Abrahams) or Current, but due for renewal (William Allen)
Members are shown in red strikethrough if they are Resigned (Wil Alsop) or Deceased (Albert Anderson).
Note: you should always remove Resigned and Deceased members from your Group
Members without email are denoted by an envelope icon with a red diagonal line (Susan Apple)

Waiting Lists
If your Group has a limit on numbers, it is possible to enable a waiting list (see 5.10 Dealing with a Waiting List).

You can choose to display Joined Members and/or Waiting List Members using the tick boxes at the top of the page. To see members on a waiting list with the date since which they have been waiting, tick the Show the x Waiting Members box:

Hidden Details
Group Leaders are not able to see the address or phone numbers of any member that has chosen to hide their details from Group Leaders (Zena Ball), although you will still be able to send emails to them:

If your u3a has opted to hide the addresses of Group members from Group Leaders (as described in 5.1), the Address column will not be displayed:

Emergency Contacts
To see Emergency Contact details for members (if held), tick the Show emergency contacts box:

Managing Members
Click the blue links on the right of the page to:

Remove a member from the Group [A]
Make a member a Group Leader [B] - you may have more than 1 leader
Remove a member from the Leader role [C]

5.4c.JPG

Adding a Member by Name
To add a member to the Group select their name from the Add member by name drop-down list below the table and press the Add button.

After selecting, the member's Membership Number is displayed under the field - this can be helpful if there are 2 or more members with the same name and you need to choose the right one.

Tip: If a drop-down list is long, you can jump quickly to the first entry that includes any particular letter string by "focusing" the list - click on the list and then enter the letters.

Adding Members by Number
Enter a member's Membership Number in the Add member by membership number field below the table and press the Add button.

Members may be added in batches by entering their membership numbers separated by commas.

You will be prompted to confirm that the name(s) of the members are correct by pressing the Add selected members button.

Members added via the Members Portal

If your u3a has enabled it, members may join Interest Groups through the Members Portal as described in 10.2.2. You will receive an email notification when this happens.

If your Group does not have a Waiting List the member will be added to the Group with no further action required from yourself.

If your Group does have a Waiting List the member will be added to the Waiting List (irrespective of whether or not the Group has reached the maximum number of members set on the Group Details page).

For guidance on moving someone from the Waiting List to the Group, refer to 5.10 Dealing with a waiting list.

Adding Members from the Members List
This option is only available to users that have access to the main Membership List, such as the Membership Secretary and perhaps some Committee Members. If there are a lot of members to add to your group, it may be better to ask the Membership Secretary to do it for you as follows.

In the Membership List, select the members to be added to the group by ticking the boxes in the left column.

Click in the drop-down list below the table and pick Add to group

This opens up another drop-down list where you can pick the name of the group before pressing the Do with Selected button.

The Group drop-down list is searchable - for example Typing "Walk" will filter the list to only show Groups that contain the letters "walk".

Inactive Groups are shown in red with a suffix (inactive).

Selecting Members

To select one or more members prior to performing one of the operations described below, tick the required box(es) in the left hand column next to each member’s name. Or click Select at the top or bottom of the column, followed by any of the choices from the drop-down list that appears:

Select All for all displayed Group members
E-mail only for members with an email address
Without E-mail for members without an email address

The following operations with the selected members are available by choosing from the drop-down list below the table and pressing the Do with selected button:

Send E-mail (see 6.1 Emails)
Download Excel file containing member contact details, if not hidden
Download PDF file containing member contact details and photo, if available

Sending emails
Selecting Send E-mail opens the following page:

If Deceased or Resigned members were selected there will be a warning message that those members should be removed from the Group:

Refer to 6.1.1 Sending Emails for further information on composing and sending emails.

File Downloads
For Excel and pdf downloads you will be asked to tick the fields to include, before pressing the Download button

Deceased or Resigned members are not displayed in the downloads.

Here are typical Excel and pdf downloads:

Revision History

v2	2021-05-04	Graeme Bunting	Previous Knowledge Base articles on adding and removing members and sending emails to members incorporated.
v3	2021-05-17	David Powers	Added link to "Dealing with a waiting list".
v4	2023-01-12	Graham Tigg	Corrected the reason why group members show up in red text.
v5	2023-08-14	Graeme Bunting	Updates to the way that Deceased and Resigned members are displayed and managed.
v6	2023-10-25	John Alexander	Add additional information on Waiting List members.
v7	2023-11-16	Graeme Bunting	Updates to images and names in "Viewing your Group Members".
v8	2025-04-03	John Alexander	Update images for new "Do with selected" button
v9	2025-04-14	John Alexander	Add new image of names in Excel download
v10	2025-05-29	Graeme Bunting	Updated image of Members List. How to display Joined Members and/or Waiting List Members moved to top of article.
v11	2026-01-27	John Alexander	Update images for addition of Hide Emergency Contacts
v12	2026-02-05	Graeme Bunting	Images updated. Example names referenced in "viewing your group records" updated. Group drop-down list now searchable.
v13	2026-02-20	John Alexander	Add comment re new Detail screen items.
v14	2026-02-27	Graeme Bunting	Hiding addresses of Group members updated. All images updated.
v15	2026-04-17	Graeme Bunting	Focussing the Add Member drop-down list now finds a letter string anywhere within a name instead of just the start of the name.
v16	2026-07-17	Graeme Bunting	Section on members joining through the members Portal added

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