1. Start a Group! (Group Administrator)

There are two categories of information that are important when Starting a Group. These will be entered in the Account Settings.

1) Group Privacy Settings

a. Determine whether to categorize your new group PUBLIC or PRIVATE.

If your group wants to be found in public searches, answer YES to the question.

If your group wants to be known only to its members, answer N0. Private groups can not be found in searches by non-members.

b. Determine whether your group is to be OPEN or LIMITED.

If your group is available for anyone to join, answer NO to receiving new member requests. This will designate your group an open group.

If your group wants to control who joins, the administrator receives all new member requests (they are accepted or denied). Answer YES to the question. This will designate your group a limited group.

2) Group Identification

a. Your group description will be on the Group Page, so think about crafting a description that reflects who the group is, its purpose, goals etc.

b. Category and demographic information will help promote your group if it is PUBLIC.

c. If your group is virtual, check the box indicating web-based only. Do not enter a postal code for location.

d. Add tags so your group can be found in searches. (If you are a soccer club, tag your group as ‘athletics’, ‘intramurals’, ‘sports team’, ‘football’, etc.)

e. Respond YES or NO to the question asking whether your group wants to allow direct sharing of Newsboard posts to Facebook.

Last step…

a. Read and accept Terms of Use.

b. Remember, this will need to be shared with the Group members when they on-board. (Posting to the Newsboard is a great way to do this!)

START A GROUP can be initiated 2 ways. From the Groupizy Home Page

A. Click ‘START YOUR GROUP’ and create a user account.

or

B. Click ‘SIGN UP’ from the menu on the mobile or from the breadcrumbs at the top of your screen.

Next, workflow will walk you through the 3 parts:

1) Create A Group

2) Administrator enters User Account Settings

3) Administrator enters Member Settings

1) Create A Group (initial set up on Start A Group page)

a) Set up basic Group information

  • Group name (required)
  • URL for Group landing page – will be the link to the Group Page (it defaults to the Group Name with no capitalization or spaces appended to https://us.groupizy.com/… 
  • Description of the group (required)
  • Your username that the group will call you (required)
  • Group photo (optional and can be done at later)

b) Set up Group Privacy Settings

  • Specify your group as PUBLIC or PRIVATE
  • Specify your group as OPEN or VERIFIED (Verified means that all membership is approved by a Group Administrator)

c) Provide some Group specific info

  • Group demographics
  • Specify whether to allow Facebook sharing of Newsboard Posts

NOTE: Checking the box for Terms of Use and Privacy Policy is required in order to proceed.

Click the CREATE button and your group is started!

2) Administrator enters User Account Settings (initial set up on ACCOUNT SETTINGS page)

Next, enter your user information.

This is completed in the Contact Info tab in ACCOUNT SETTINGS.

3) Administrator enters Member Settings (initial set up on Membership Settings page)

Decide what Contact Information you want to share with this specific group. The amount of your personal information you share may vary from group to group.

This is completed in Membership Settings.

NOTE: As the leader of the group, you will probably want to make a recommendation to the group about what each member shares/ does not share. This can be accomplished by making a post on the NEWSBOARD.

Groupizy is ALWAYS free for Groups with 7 or fewer members. For larger groups, payment set-up should be done after you’ve reviewed and accepted Groupizy’s Terms of Use.

Remember, your first 30 days is free, so you can go ahead and set up recurring payment info at any time in that window!

1) Go to Account Settings

2) Select the Payment Info tab

There are 2 pieces of criteria that can be used to find a group. Only groups who have designated themselves Public will show up in searches. If a group has chosen to be Private, it will not show up in your search. If you are interested in a Private group that you know of, contact someone you know in the group and ask for the Group Administrator to invite you!

1) Enter Group Name or tag words describing the group (e.g. if the group is a book club, words like ‘readers,’ or ‘books’)

AND/OR

2) Enter location information

a. indicate that you would like the location to be used as part of your search

b. specify the size of the search radius in miles

c. Enter the zip code or city/state as the focus of the search.

2. On-boarding Group Members (Group Administrator)

On-boarding members to a group is an easy process with four steps:

1) Collect email addresses

a. Chances are you already have your groups email address somewhere! Verify that you have everyone’s current email.

b. Put them in a file with each email separated by a comma or a space. An Excel file works great with each email in a separate cell.

2) Send out the Pre-Invitation Email  (See Pre-Invite Email Template) 

a. This is an email that is sent to the group (from the Administrator’s email), telling them what’s going on…

b. There are several important pieces to this email:

  • Affirming the decision for the group to move to Groupizy as a group support platform with the group name
  • Letting them know they will be receiving an invitation to join the group from Groupizy within X days.
  • If they don’t see the email, they need to check their SPAM/JUNK MAIL folders.
  • When they sign up for Groupizy and come into the group, they need to update their ACCOUNT SETTINGS.
  • If people only want to get emails (NEWSBOARD items and NOTIFICATIONS), they can choose to remain a LIMITED MEMBER.

3) Invite Group Members to join Groupizy

a. Go to MY GROUPS

b. Go to Manage Group Members

c. Select tab to Invite Members

d. Copy current emails from file constructed in step 1).

e. Paste the emails into the window and select Validate. (Correct any errors)

f. Send the invitations.

4) Monitor Group Membership and ensure everyone is coming to the party!

a. Monitor Group Invites Tab in Manage Group Membership. This will tell you how many outstanding invites you have.

b. Once most of your group is on, use the NEWSBOARD to welcome and communicate.

c. Remind everyone that the NEWSBOARD is for general communication and dialogue.

d. COMMUNICATIONS is for contacting specific people

e. Remind people to look at the CALENDAR.

f. Ensure that everyone uploads any group documents to the proper folder in DOCUMENTS.

On-boarding members to Group is an easy process:

1) Collect email addresses

a. Chances are you already have your groups email addresses somewhere! Verify that you have everyone’s current email.

b. Particularly if you have a large group, you might consider putting email addresses in a file with each email separated by a comma or a space. An Excel file works great with each email in a separate cell. This will come in handy later!

2) Send out the Pre-Invitation Email (See our Pre-Invite Email Template)

a. This is an email that is sent to the group (from the Administrator’s email), telling them what’s going on…

b. There are several important pieces to include in this email:

  • Affirm the decision for the group to move to Groupizy as a group support platform.
  • Let them know they will be receiving an invitation to join the group from Groupizy within X days.
  • Remind them that if they DO NOT see the email, they need to check their Spam/Junk folders.
  • Let them know that when they sign up for Groupizy and come into the group, they need to update their Account Settings. The amount of identifying info they choose to share is up the them, but Group Administrators can certainly make suggestions based on what will be needed ongoing.
  • If people ONLY want to get emails (reflecting Newsboard items and Notifications), they can choose to remain a LIMITED MEMBER. As a limited member, they cannot access Groupizy. They CAN however switch to full membership at any time.

3) Invite Group Members to join Groupizy

a. Go to MANAGE MY GROUPS in the left column.

b. Go to Manage Group Members

c. Select ‘+’ to Invite Members

d. Copy current emails from file constructed in step 1.

e. Paste the emails into the window and select Validate.

f. Send!

NOTE: The workflow will bring you directly to this step. If you have not done steps 1 and 2, no worries! You can skip invitations until you are ready…

4) Monitor Group Membership and ensure everyone is coming to the party!

a. There is a Monitor Group Invites tab in MANAGE MY GROUPS. This will tell you how many outstanding invites you have.

b. Once most of your group is on, use the NEWSBOARD to welcome everyone and communicate.

c. Let everyone know that the NEWSBOARD is for general communication and dialogue. MESSAGES is for private messages.

d. Remind people to look at the CALENDAR.

e. Ensure that everyone uploads any Group documents to the appropriate folder in DOCUMENTS.

f. Check on Members and ensure that everyone is sharing their information according to the Group guidelines/ recommendations.

There are several common missteps with on-boarding…

1) Yahoo email accounts will often get queued up and never sent to a mailbox.

a. The most straightforward solution is for someone to give you another email address. (They are most likely aware of the issues with Yahoo and have other options…)

b. Another option is to cancel the email and resend the invite. Sometimes it will work on a second try.

c. Contact Groupizy support.

2) People who sign up as limited members forget they do not have privilege to vote in surveys, etc.

a. Remind them they can switch to full membership anytime they wish. The invite to join as a full member is on each communication they receive.

3) Members are invited by your group and they are already Groupizy users.

a. If they have forgotten their password, they will need to recover or reset it.

b. Once they get signed in, they need to go to the Groups Inviting Me tab on the MANAGE MY GROUPS page. They can then accept/decline the invitation.

Hello Friends!

 

<Group Name> has made a decision to use a group management platform called Groupizy! Groupizy provides a secure set of tools to help us manage our calendar, our files, and most importantly provide us with a mechanism for information sharing outside of our meetings.

 

If you are currently a participating member and we have your email, you are receiving an email invitation to join <Group Name> on Groupizy! 

This is how it will work:

1) You will receive an email inviting you to the <Group Name> group.

NOTE: If you do not get the email from Groupizy, check your spam folder.

 

You will see the 3 options above.  Click the link to Accept!

2) You will be prompted to create an account:

 

First & last name are required during set-up, however, NO ONE can view this information.

Create a password and click Sign-up.

You are almost done!

 3) You will be prompted to create a User Name

 

This is the name that the members of this group will use to identify you.

(You may have a different User Name for each Group in which you are a member.)

After joining, you will be dropped into the Newsboard of your group.

We are excited to get everyone on-board and will help in any way possible. 

Your Group Administrator is <Admin name>.

If you have technical issues, please email the Groupizy Team at contactus@groupizy.com.

Consider customizing the template and then saving as a pdf. You may then attach it to the NEWSBOARD for all members to see. Alternatively, you can email it as an attachment through MESSAGES.

=============

Hello Friends!

We are well on our way to great grouping!

<THIS SHOULD BE TAILORED TO EACH GROUP; WHAT SPECIFIC INFO DOES YOUR GROUP NEED MEMBERS TO SHARE?? >

Groupizy allows us to share our contact information with each other. We would like to ask everyone to share the following data:

a. Full Name

b. Address (NOTE: this will only be shared in the member list download)

c. Cell phone

d. Birth day (mm/dd)

e. Photo

f. Email.

This is an easy 2-step process.

1) Go to ACCOUNT SETTINGS

a. Click the drop-down beside your account name and select Account Settings.

 

b. Then, select the Contact Info Tab.

c. Complete the Contact Information fields. Be sure to save each area.

2) Go to MEMBERSHIP SETTINGS

a. Verify info that is already there.

b. Select the data elements you elect to share. Remember it is your choice!

 

c. Be sure to click Save!

We are excited to get everyone on-board and will help in any way possible. 

Your Group Administrator is <Admin name>.

If you have technical issues, please email the Groupizy Team at contactus@groupizy.com.

3. Next Steps: Basic Group Functions

There are several next steps to consider after starting your Group.

1) Set up your Group’s meeting schedule in the CALENDAR

  1. Go to CALENDAR on the left navigation bar.
  2. Set up events and meetings. Take advantage of recurring calendar event capabilities to set up regularly scheduled meetings. (See Calendar FAQ for details…)
  3. Set up reminders to notify members as calendar events approach.
  4. Decide whether to use the Sign-Up feature as a tool to gauge how many people plan to attend.
  • If Sign-Up will be used, be sure to let members know the expectation

2) Set up GALLERIES

  1. Go to GALLERIES on the left navigation bar.
  2. If your group will use GALLERIES for pictures and images, decide whether the folder names will be event-driven or date-driven. (See Galleries FAQ for organization considerations…)
  3. Go ahead and set up some Galleries as examples… let the Group take care of the rest!

3) Set up folders in DOCUMENTS

  1. Go to DOCUMENTS on the left navigation bar.
  2. If your group will use DOCUMENTS, decide the overall structure of the folders. You might have folders for Minutes, Agendas, Finances, Archives etc. (See Documents FAQ for details…)
  3. Set up some folders to start and the Group will refine them over time.

4) Set up LISTS

  1. Go to LISTS on the left navigation bar.
  2. If your group has persistent lists (action items, repeatable sets of tasks, etc), these can be set up before the event scheduling and attached to the calendar events. (See Lists FAQ for details…)

Consider some organizational possibilities:

  • What roles do we have?
  • Is anyone currently taking on too much?
  • Are we covering all the bases? Are there any consistent gaps in communication?
  • Would it make sense to have someone manage the Calendar for the Group?
  • Would it make sense to have someone manage Membership?
  • Would it make sense to have someone responsible for outreach and promotion?

TIP: Think about putting your Roles and Responsibilities in a LIST.

Think through your monthly/yearly cadence. What are your regular events?

  • What recurring meetings/ sub-committee meetings need to go on the Calendar?
  • What projects need to be scheduled and planned in Lists?
  • What current documents need to be uploaded in Documents?
  • What archived documents need to be available ongoing in Documents?
  • What, if any, finance/operations information do you need to host?
  • Are there photos that need to be preserved?