GROOP

NEW JOINERS TO GROOP

Please click the link and follow the default instructions to register your account:

Note you will need to scroll down the page and apply your preferred level of consent before clicking the Join button at the bottom of the page:

Once you have completed that information, you should be able to login to the system.

Note if you have more than one child in different Woodcraft groups, you will be invited to more than one ‘Groop’. You can access the details of each Groop from the Yellow dropdown box in the top left under ‘My Groops’. If you’re only in one group, this won’t allow you to see anything else.

You should now also receive a second email inviting you to complete the registration information for your Woodcrafter:

Click on the Edit Data link and that should take you through to a form on the groop.com system allowing you to update details about your young person:

That’s all we need you to do. We will update you if we need you to review or change any further information in the Groop system.

ADMINISTRATORS GUIDANCE

What is Groop?

Groop is a single place to securely store the registration, health and needs data about each young person.

Woodcraft Resources:

There is an extensive set of resources on the main Woodcraft site here: https://woodcraft.org.uk/resources/groop-guidance/

Here is a flow chart for the Child Registration process: https://woodcraft.org.uk/sites/default/files/Child%20Registration%20Flow%20chart%20(1)%20(1).pdf

The following instructions assume you have been given Admin access to your Groop. If you cannot see the screens listed below contact Phil info@hackneywoodcraft.org

1. Access the People section

Each young person’s record is associated with a parent or guardian record on the system. It is the parent / guardian who will login and submit the required information, therfore we need to create 2 accounts, one for the parent and one for the young person. The parent / guardian needs to be invited to become active on the system so that they can login on behalf of the young person and submit the data.

As admin you can see the current list of people registered on the system, by logging into my.group.com (if you are registered to more than one group you will need to select the correct group in the yellow dropdown on the top left) and selecting the People menu item.

2. Filter Roles

Select the ‘Show Filters’ button to allow you to sort and filter users.

The ‘Roles’ filter allows you to filter by types of people e.g adult or young person. Here I’ve selected ‘Parent’ to get a list of Parents

3. Review the status of People

In the Account Access column you can see who has already completed their registration with the system. The status can be Active, Invited, Not Active or Archived.

· Active users can login on behalf of their young people and update their details.

Invited people need to check their email inbox and spam folders to complete their login to the system. Their invitation email expires after 14 days.

You can re-invite people by simply clicking on the icon to the left of the person’s first name and selecting Resend Invite from the short menu

Not Active people can either set to Archive or can be invited to join the system as above. You can archive people by clicking the Account Access column for their

particular record and selecting Archive

Archived people are maintained on the system as a record of previous activities, but are obviously not active on the system

4. Add a new person to the System

To add a new person to the system use the ‘Create User’ blue button at the top of the People screen

a. Adult Users

For an adult user you should simply be able to add their First Name and Last name to the record and give them the appropriate role e.g Parent.

You can then simply enter their email address and phone number if you have it. This will suffice for allowing an adult to administer themselves on the system:

b. Young people

Young people will not be logging into the system.

Again you can add the bare minimum of fields as the responsible adult should review this and update the records. However there is one important set of fields in the Guardians section further down the form:

You will need to select Yes to the field ‘Allow guardians to login on behalf’.

You will then need to select which Adult is their guardian. The list of members below is a complete list of the groop (adults and children). To make it easier to find the guardian you can select the ‘Show Filters’ button on the top right above the list (see above marked on the right hand side). You can then search by e.g first or last name in the filters.

Once you have found the right guardian change the red Off button next to the person’s record to ‘On’

You then need to scroll to the bottom of the form to Create the user account for that young person (note you’re not selecting ‘Add email to invite user’ as you will be using a separate process to invite the adult for this young person – see below):

5. Invite Adults to Update Young People’s Data

You can invite people individually or as a group to update their young people’s data. The system will only send an email to the guardian associated with each child.

The link that does the magic is the Submit Sections button next to the Export CSV blue button on the top right of the list of people on the People dashboard.

Clicking that button will send an email to every adult associated with a young person in the default list of people (i.e everyone who’s registered!). If you don’t’ want it to work like that you can use the Show Filters button and filter by an individual child’s first or last name.

When you click on the Submit Sections button, a popup appears with various options to send the adult to fill in:

The current system is in a state of change with various fields being added to the system which can be confusing.

We would like people to fill in the following sections (select the top button of each section to select all for that section):

a. Personal details

b. Contact details

c. Groop details

d.

Child and young people reg (scroll down)

When you click submit at the bottom of the popup window the emails will be sent out to the list you specified in the filter screen (you should see a sent confirmation in the top right main window).

6. Checking the status of submissions

As I mentioned in point 3 you can review the status of adults in the system simply by reviewing the Account Access field in the list view of the people dashboard. As young people are not accessing the system this field doesn’t work to check if the adult has updated their details.

To remedy this to get a quick view you can add one of the fields you are expecting to be updated to the default view e.g 1a Parent or carer’s contact details, or 3d. Doctor’s details

Click on the Columns button and select an appropriate field. This will then be added to the table view and you can quickly see who hasn’t got updated details:

If you have any questions please contact Phil philip.jones@attrax.co.uk .