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Enhancements for Groups functionality

In our 2.36 update we have released Groups functionality - ability to organize members into groups - such as 'Board of Directors', 'Volunteer Committee', etc. These groups are independent of membership levels - one group can include members from different levels. These groups can be used to keep track of member participation in committees, restrict access to website pages to a particular group, or for advanced searches and emails. Seehttps://help.wildapricot.com/display/DOC/Member+groups

We are contemplating a number of possible further enhancements to this and would love to get your feedback.
Here are our initial ideas:

1) Group moderators. Group moderator is a member of group who does not not have any WA administration functionality but can add/remove members to group.
Note: To do this it will be necessary to let group moderator access the full list of members and member details.
- Should moderator be able to send mass emails to group members?

2) Administrator role with web editor access limited to particular group pages.
Current functionality allows you to setup account-wide web editors and group-specific read access to web pages. This enhancement would allow you to assign a web editor in a particular group - who would only be able to edit/create pages in that group.
- Is this the same person as group moderator in 1)?
- Should this person be able to add any functional - or only content pages?

3) Group-limited events. (And probably an admin role to add/edit group-specific events)

4) Administrator role with member record edit rights for a particular group. This can come handy if you are using groups for chapters.

5) Ability for people to apply to groups during the membership application process - with workflow to review and confirm their participation in a group.

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    Dmitry ButerinDmitry Buterin shared this idea  ·   ·  Flag idea as inappropriate…  ·  Admin →

    28 comments

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      • Jon RenebergJon Reneberg commented  ·   ·  Flag as inappropriate

        Our club would like some groups to be open to all members to join or un-join in their initial form, or from their profile, such as "flat water", "whitewater", etc. We'd also like to be able to create groups that are not open to all, such as "Board Member." This could be as simple as a checkbox in the Groups admin page when adding or modifying a group to allow members to modify or not.

      • Tim CummingsTim Cummings commented  ·   ·  Flag as inappropriate

        The Position of Group Moderator should be "selectively" able to do anything to manage the group, group emails, and group web pages. By selectively, an Administrator can grant or limit these abilities ... So an administer could/could not add and delete members based on authority granted for that group.

      • Jessica ReinhardtJessica Reinhardt commented  ·   ·  Flag as inappropriate

        The logical process for forming a message is to begin with the email tool. There are also cases where I might want to message two groups. It would be great if I could select a member group from the email to selection box within the email portion of the site rather than having to start with the group search in member or contact areas to start an email.

      • Chuck PenaChuck Pena commented  ·   ·  Flag as inappropriate

        If you use a group member as the eligibility to signup or view an event. Can you make it be required that they belong to both groups to see or is it always either group. Or better yet, not a member of a group. Could be used to control members on probation but not suspended.

      • James KerichJames Kerich commented  ·   ·  Flag as inappropriate

        Can you please add to this list to "Add group functionality to contracts as well as members". We have many contacts which are not members. We would like to organize those contacts into groups so that we can target information and solicitations to them. Currently, we have no way to organize contacts into anything that is useful from a marketing perspective. Having Group functionality that is available to contact would be helpful. Maybe even just simply moving the entire group capacity to the contact level instead of the member level would be the best solution. You already have the backbone to support web page control and some functionality to limit who can be associate with a group, so you are half way there. Would love to see this added to your list as something that could be done.

      • James KerichJames Kerich commented  ·   ·  Flag as inappropriate

        Number 5 above would be fantastic. Having users both in their membership profile page and new members (as part of the new member application) page select which groups they want to participate in would be really valuable. However, I would like the ADMIN user to control which groups people can "sign up" for. For instance, we are using groups to associate people with committees within our organization. current the admin user has to go in a manually add the person to a committee which is a real hassle and waste of time. One of the groups we have set up is Board of Director. That is a group we simple don't want to offer as a group someone can "sign up" for. That group we would like only admin access too. However, other groups such as general committees we want people to sign up for an let us know they are interested and/or want to be on that committee. This would be helpful.

      • Chief DzoggieChief Dzoggie commented  ·   ·  Flag as inappropriate

        We really appreciate the Groups functionality, since we have a number of small local groups that cannot justify a separate account/website and need to receive general shared announcements as well as targeted e.mails - but sadly automatic event announcements cannot be sent to a particular group or groups. They always go to all those signed up to receive event announcements, meaning that we have to deal with numerous requests to limit announcements or else be taken off the announcement list. Many of our contacts do not want to receive event announcements other than for the group(s) to which they belong.

        It would be really fantastic when checking the automatic announcements options for events to be able to specify which group(s) should receive the announcements. For us - and we believe for at least some other customers - this would be the ultimate improvement to Wild Apricot ... everything else is just right on.

        Thanks for listening,

        Christopher
        (Chief Dzoggie)

      • Dmitry ButerinDmitry Buterin commented  ·   ·  Flag as inappropriate

        Thanks for weighing in!

        As we are still collecting feedback on this, it has not been moved to the roadmap yet so the timeline is not firmed yet.

      • lkjones.bpwlkjones.bpw commented  ·   ·  Flag as inappropriate

        I love option 1! Do you know when you plan to roll this out? Also would you be allowed to have more than 1 group moderator per group (i.e. a President and a Treasurer)? I have persuaded my State wide organization to use this membership management program and this is the one feature that is missing and driving our local chapters CRAZY!!!

        1) Group moderators. Group moderator is a member of group who does not not have any WA administration functionality but can add/remove members to group.
        Note: To do this it will be necessary to let group moderator access the full list of members and member details.
        - Should moderator be able to send mass emails to group members?

      • Patrick HampsonPatrick Hampson commented  ·   ·  Flag as inappropriate

        I like all 5 suggestions and can see ourselves using them all.

        To recap, I think allowing certain group members, who are not site administors, the ability to do "non-destructive" things like sending email blasts to a group, or posting a document to a group webpage would be very useful, or downloading a limited set of data for members of the group (e.g. data members agree that can be seen by other members).

        Denys is currently working on a "group" problem we are having, re having create topic and reply to topic on a forum page that is limited to members of a group. The group members can only see the topic, but cannot create or reply - only side admins can do that for some reason. It may turn out to be "user error", as is frequently the case.

        Keep up the good work.

      • gypsegypse commented  ·   ·  Flag as inappropriate

        re parent/tree structure -

        An example of a well meaning volunteer messing things up -

        I lost my home page yesterday . . . the person editing another page somehow copied that html over the home page html and put 2 copies of their page on the website - no copy of the home page. Clicking the website url took you to that page instead of the home page.

        Fortunately I had an html file from when I was developing the home page - I know there have been online changes since then, but at least it gives me a starting point.

        If the person's permissions concentrated them on their area only, they would not have been able to do it.

      • ChipChip commented  ·   ·  Flag as inappropriate

        Add feature to allow populating a group with results of a search.

      • scottishlassscottishlass commented  ·   ·  Flag as inappropriate

        This post has to do with Forums. According to your printable PDF of the Wild Apricot Knowledge Base: Individual Forum Page: Permissions: "You can control what different groups of users can do - Public visitors and per each Member level". It would be great if there was an option that only certain groups (like a Board of Directors) could be authorized to create posts instead of just member levels and administrators. Is that possible?

        Thank you for your attention!

      • sabobirdsabobird commented  ·   ·  Flag as inappropriate

        1 through 4 would be useful for our organization, and additionally the ability to extend higher-level permissions in the blog and forum modules to either a group or to the person(s) designated as group moderator(s) or administrator(s). On our site the blog function is currently open only to staff designated as administrators, but we'd like to enable a few of our volunteers to post blog entries about the programs they conduct. It looks as though now the only way to allow that is to create a new membership level for this purpose, which would screw up tracking of those volunteers' dues payments.

      • Kim SkimmonsKim Skimmons commented  ·   ·  Flag as inappropriate

        I plan to use Groups to control page access -- who can read what. Once a year, right around renewal time, I have some high-demand, time-sensitive information that I post on a web page as an incentive for people to renew their memberships. But I only want people who are active for the coming year to be able to see it, not people who are presently active but about to expire within the next few weeks. I hope to use Groups to implement this restricted access but there is one main shortcoming having to do with manual group assignments.

        Specifically, it would be really nice to have dynamic group assignments based on renewal date or member status so that when people create or renew their membership online (or even when a manual payment is confirmed), they are instantly admitted to the group that can access the time-sensitive information page without requiring any further admin intervention. Or maybe their renewal date (or whatever criteria) is dynamically verified at the time they attempt to access the restricted page. If they fail to meet the criteria, an appropriate message is displayed.

        If this is not possible for whatever reason, the next best thing would be the ability of an admin to select group members based on admin-defined criteria (like an advanced search) and then assign those members to the group all at once. The admin could then run this saved search repeatedly to catch new members and add them to the group. The downside here is that the members won't get instant access to the time-sensitive, high-demand pages upon payment -- they'll have to wait until the admin manually adds them to the group -- which I'm sure will frustrate them.

        If there's a better way to implement this besides using Groups, I'm open to it. Thanks.

      • Kim SkimmonsKim Skimmons commented  ·   ·  Flag as inappropriate

        I like this parent/tree structure concept as well as the Group Editor concept. Both are useful. I assume that:
        * A group could have edit privileges to various web pages independent of their location on the website (not tied to parent-child relationship)

        * Multiple groups could potentially have edit access to the same page(s) at the admin's discretion
        * An individual can belong to more than one group, thus editing more than one set of pages

      • gypsegypse commented  ·   ·  Flag as inappropriate

        RE:
        Administrator role with web editor access limited to particular group pages. Current functionality allows you to setup account-wide web editors and group-specific read access to web pages. This enhancement would allow you to assign a web editor in a particular group - who would only be able to edit/create pages in that group.

        It would also be beneficial to be able to assign web editors to a starting point within the web structure. To be able to identify a parent and anything under that the web editor can see and maintain, but they can't see invisible pages in other sections, can't edit other sections, etc.

        Assigning "Home" as a start point would give access to the entire site. Assigning "About Us" would only give access to that item on the menu bar and anthing on the tree structure under it.

        This allows assigning logical page sections to different people and confine them there. Allows some posting of sensitive data to invisible pages without every web editor being able to see those invisible pages.

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