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Groups

Group Record Security

This section examines why and how to keep Group records and Group Participant records secure.

You may need to limit access to Group and/or Group Participant records for security reasons. For example, you might secure the records of a group that deals with sensitive subject matter, such as Alcoholics Anonymous or Domestic Violence Survivors Support. This way, your staff and group members can participate and know that their information is secure.

You can secure a Group record and the Group Participant records using record restrictions.

Secure a Group Record

Limit access to a group's information.

  • If needed, a SPoC can create a User Group that can see a particular group.
Note: Be aware of the following:
  • If someone adds this group to an event for check-in, it works like any other groups in Check-In.
  • If the Group record has Available Online set to Yes, it shows on My Groups for group leaders and participants.
  • If this group's Group Type record has Show On Group Finder set to Yes, then it shows there (unless Is Full is set to Yes).
  • Third-party applications are unlikely to check group security.
  1. Go to Groups, and open the group's record.
  2. Click Actions > Secure.
  3. Select Allow NOBODY except, then select the Users and/or User Groups that can see this group.
  4. Click Secure.
Now only those Users or those in the User Group you selected can see this group.
Make sure you also secure any Group Participant records, as needed.

Secure Group Participants

Limit access to a group participant's information.

  • If needed, a SPoC can create a User Group that can see the participants of a particular group.

Security is record-specific, so you must secure each Group Participant record you add to a secure group.

  1. Go to People Lists > Group Participants.
  2. Use the Group Name column to search for the relevant group(s).
  3. Select everyone in the group.
  4. From the selection drop-down list, select Current/Unsaved Selection.
  5. Review the list to ensure you have all the participants you want to secure.
  6. Click Actions > Secure.
  7. Select Allow NOBODY except, then select the Users and/or User Groups that can see this group's participants.
  8. Click Secure.

Users outside of the specified User Group will not be able to find secured group members from the Group Participants page or tabs (sub-pages).

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Last updated: October 7, 2024