Group Life Participants
The Participants tab in Group Life displays a list of current group participants and information about them.
Current Members / Past Members
You can toggle between Current Members and Past Members (those who have an end date) of the group. The list displays relevant participant information at a glance, which comes from the Participant record:
- Name: Participant's Last Name, Nickname. If the Nickname field is empty, the Group Member's First Name displays.
- Birthday: Participant's Birthday (month and day), if entered and shared.
- Phone Number: Participant's mobile and home phone numbers, if available.
- Email Address: Participant's email address.
- Home Address: Participant's address.
- Member Since: Participant's Start Date.
- Group Role: Participant's Group Role.
- Last Attended: The last time the Participant attended a Group Meeting. Updated through a routine.
- Image: The image attached to the participant's Contact record. If there is no image attached, an image with the person's initials displays instead. Note: If you can edit participant information in Group Life, you can add a photo!
Group leaders can see all participant information. However, participants may not want other group members to access their information (as determined by their privacy settings). When a participant selects to hide certain fields, the text grays out and a lock icon displays next to it. That way, you know not to share it with others. If there is no data entered for a field, it displays "--".
You can filter participants by Role Type and Role. From your selection, you can send a message!
Managing Participants
Primary Contacts of the group and members with the Group Role Type of "Leader" can:
- Remove a participant. Click the ellipsis on their row and select Remove.
- This adds the End Date on the Group Participant record with the current date and time.
- This requires a note with the reason for removal and confirmation.
- Reactivate a past member. Click the ellipsis on their row and select Reactivate.
- This adds a new Group Participant record with the start time as the current date and time and no end date.
- Send a message to all or selected participants. Select the participants and select Send message from the Select An Action drop-down menu. See Communication for details.
Add a New Participant
- First name, last name, household position, email, and start date are required.
- Phone number is optional.
- Group Life attempts to match on Nickname or First Name, Last Name, and Email or Mobile Phone. If there is a match not currently in the group, they are added. If there is a match but they are a current group participant, the duplicate will not be added and a message displays. If there is no match, the appropriate Contact, Household, Participant, and Group Participant records are created. The new Contact has a Contact Status of "Active".
- The date and time you add the person is the Participant and Group Start Date.
- Group Role is determined by the Default_Role_Table.[Group_Role_ID] field on the group's Group Type record.
- The Participant Type is the value in Configuration Setting COMMON, defaultParticipantType.
Admins: To allow group leaders and primary contacts to add participants, configure the setting for CLOUDAPPS, ShowAddParticipantButton with Value set to "1". To set a default Household Position for new participants, configure the setting for CLOUDAPPS, DefaultHouseholdPosition.
Edit a Participant's Info
If your admin allows it, you can edit information about a participant in your group, right from Group Life! This includes name, household position, email address, phone number, and photo. If you have this ability, you'll see an Edit option when you click the ellipsis at the end of a participant's row. The Audit Log tracks changes made to Contact, Household, and Participant records using Group Life.
Admins: To allow group leaders and primary contacts to edit participant information, configure the setting for CLOUDAPPS, ShowEditParticipantButton with Value set to "1".