OnBoard gives you the ability to put users together into groups in order to easily assign access to meetings and resources for multiple user accounts all at the same time.
Groups can be created for committees, special teams, and other unique assemblies. This is often done so that you can control access to resources, meetings, and actions by these groups.
In order to create a new group:
- Navigate to the Directory in the left navigation menu.
- Click on the Groups tab at the top of the page to switch to the Groups tab with a list of any existing groups.
- Here you can click the "Create Group" button in the top right corner.
This will kick off the creation process. Key in a name and description for your group. Click Save when you've finished.
Assigning Permissions to the Group
Once the Group is created, you'll need to configure the membership and permission structure for your group. You can access this in the "Actions" button on the top of the page, or by clicking "Manage Members" at the bottom of the group page.
A side panel will slide into place with the controls shown below. The creator of the Group will automatically inherit the Administrator permission for this Group. To add a new user to the Group, find the empty circle next to their name (it will change to a + icon when hovered over) and click it.
This will add the user to the group as a Member. To alter any user's permission beyond this, click either the Member button or the Admin button to change the user's permission.
Members of a group have the ability to view any object (meeting, resource, action) that the Group has been granted access to see. Members are included in the group's Diversity Reporting.
Admin & Members of a group can edit the group details, manage group membership, and delete the group entirely. Group Admins & Members will have access to contact and demographic information for all group members regardless of the Profile Visibility Settings. Group Admins & Members are included in a group's Diversity Reporting.
Admins of a group can edit the group details, manage group membership, and delete the group entirely. Group Admins will have access to contact and demographic information for all group members regardless of the Profile Visibility Settings. Group Admins are NOT included in a group's Diversity Reporting.
Important Note: Group Admin permissions ONLY affect the actual Group itself. Setting a Group on a Meeting, Action, Resources, etc., will NOT make the Group Administrator an Admin on an item.
Removing a user from the group can be done by clicking the X next to the permission for a user's account. This will remove their access to the group and any items the group had access to view.
When two or more members of a group have demographic information entered in their profile, Diversity Reporting will be available within the group. Review our Diversity Reporting Article for more information.
Managing Group Membership with CSV Imports
OnBoard Group permissions can also be managed by a CSV Import. This can be a big time-saver for adjusting permissions for a large group or several users all at the same time. From the Manage Members area shown in the step above, click Import Group List.
Next, click the hyperlink shown here to download the CSV template file.
Once downloaded, open up the CSV template file. It should look something like this:
You can use this file a few different ways:
- Granting Access to an existing Organization member – Simply fill in the user’s first name, last name, and OnBoard Account Email Address into columns A, B, and C. This can be repeated for any number of users to grant them access to your group. The import process will grant the new users basics Member permission. If you need to make this person an Admin of the group instead, that can be adjusted after the import completes.
- Granting Access to a user who is not already an Organization Member – Follow the exact same procedure listed above. Add the user’s first name, last name, and desired email address into columns A, B, and C. If this email address does not already belong to a user in your organization, an invitation to join the organization will be sent to this person – just like how the normal invitation process from the Directory would go.
- Removing a user from your group – Whenever you download the CSV template from the group’s membership page, that CSV will already contain all the users who have access to that particular group. If you wish to remove a person from this group, mark column E with either a “Y” or “Yes”. When we re-import this CSV file in the steps shown below, any user marked as such will be removed from your group (but will remain as members of the organization).
Once you’ve made all the desired changes to your CSV file, be sure to save it, and then return to the OnBoard Groups page. Back on the screen where you downloaded the template, you can choose to upload that newly-saved file back into OnBoard.
A validation window will appear, confirming the changes you’re making to the group. If any brand new user accounts are being invited into the organization at this time, you’ll see the Email Invitation option checkbox as well. (More about this option can be seen in the article regarding Inviting and Managing User Accounts.) Click NEXT when you’re ready to finish up the process.
Groups that are no longer relevant or that are not being used in your organization can be deleted. To delete a group, select the Actions menu on the Group's panel and click Delete Group.
OnBoard Group Trainings:
If you are interested, we do offer further education. You can find the calendar and register for OnBoard Admin group training sessions by clicking here.