5.4 Group Record: Members

Viewing your Group Record
To view the Group Record for your Group, click on the Group name in the Groups List (see 5.1), 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
• Schedule   see 5.3
• Members  see below
• Ledger       see 5.5

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. You may untick the boxes above the table if you don’t wish to display either Joined members or members on a Waiting List.

• Current members whose membership is due for renewal (Tricia Abrahams) and Lapsed members (Albert Atheist) are shown in red
  
  
• Resigned members (Francis Bacon) and Deceased members (Phil Bailey) are shown in red strikethrough
  Note: you should always remove Resigned and Deceased members from your Group
  
  
• Members without email (Mags Baker) are denoted by an envelope with a red diagonal line
  
  
• Members on a waiting list (if enabled, see 5.10) are shown with the date since which they have been waiting (Henry Balloon)
  
  
• You 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 switched on the global setting to hide the addresses of all members from Group Leaders, the Address column will not be displayed

       

Adding and Removing Members: Method 1
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]

                          

Adding Members: Method 2   

Select an individual member's name from the Add member by name drop-down list below the table and press the Add button [E]

When a name is selected the member's Membership Number is displayed under the field - this can be useful if there are 2 or more members with the same name and you need to make sure to select the right one.

Tip: If a drop-down list is long, you can jump quickly to the first entry starting with any particular letter(s) by focusing the list (just click on it) and then pressing the letter(s) on the keyboard.

Adding Members: Method 3

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

Adding Members: Method 4

This option is only available to those 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 [G]

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

More operations from the Group Members List

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 members ·     Email only             for members with email addresses ·     Without email      for members without email addresses

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: opens a form on which to compose an email (see 6.1)
  
  
• Download Excel: generates an Excel file containing members’ contact details, if not hidden
  
  
• Download PDF: generates a pdf document containing members’ contact details and photo, if available
  
  
• Remove members: removes members from the Group

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 (including new features introduced in August 2023).

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

         

Any Deceased or Resigned members in the Group will not be displayed in the downloads.

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.