Group Memberships

Membership requests #

If the group is a closed group with membership moderation (see ‘Membership and visibility’), network user have the option of submitting a membership request in the group directory.

The item is divided into three tabs:

• Open: This shows all current membership requests that have not yet been accepted or declined. You can also view details of the request through the user’s profile information by clicking on Show/hide additional information. The request can be declined or accepted using the buttons on the right-hand side.
  • The ‘Decline with text message’ button opens an input window in which you can write a personalised text message to the user about the reason their request was declined.
  • Clicking on ‘Decline’ completes this process.
  • Cancel’ closes the input window without rejecting the request.
• Accepted: Displays a history of the membership requests accepted in the past.
• Declined: Displays a history of the membership requests declined in the past. By clicking on the ‘Accept’ button on the right next to the username, it is possible to accept a previously declined request.

You can also use the search bar to search within each of these tabs.

Invite users #

Group admins can invite users to the group regardless of the group’s status. This function is particularly relevant for closed groups for which no membership requests can be made and especially for hidden groups that can only be found by members. (see ‘Membership and visibility’).

Invitations history  #

After clicking on ‘Invite users’, the admin is taken to a main page which displays the invitation history. In addition to the invitation recipient, you can see who issued the invitation (author) and when it was issued. Clicking on the info icon on the right allows you to show the invitation text that was sent.

Invitation status #

An invitation can have different statuses, which are shown in the column on the far left. The following statuses are possible:

• Open: The invitation has not been processed by the recipient. 
• Accepted: The invitation has been processed and accepted by the recipient.
• Rejected: The invitation has been processed and declined by the recipient.
• Obsolete: The invitation is no longer required as joining the group was completed by other means.
• Revoked: The invitation has been revoked by a group admin. The invitation is not valid any more.

Filter #

The individual invitation statuses can be filtered using the dropdown at the top left above the invitation history. This allows you to view, for example, all open invitations at a glance.

Search #

The search feature allows you to search for individual invitations by email address and/or name.

Revoke invitation #

Invitations that are still open can be revoked using the ‘x’ icon on the right. Registration via the link contained in the email is then no longer possible.

Renew invitation #

Invitations that are still open can be renewed by clicking on the ‘repeat’ icon. The invited person is then sent another email with a registration link.

New invitation #

Clicking on ‘New invitation’ at the top right above the invitation history takes the group admin to the invitation screen.

This screen is divided into three tabs, two of which are only visible if the group admin is also the network admin:

Internal #

The ‘Internal’ tab is available to both group and network admins. This function can be used to invite users to the group who already have a network membership.
The Members field can be used to select one or more users who should receive the invitation. Entire groups can also be selected so that all members receive an invitation. The text field below this gives you the option to enter an invitation text.

Email #

The ‘Email’ tab is only available to network admins. This function can be used to invite people who are not yet members of the network. By accepting the invitation, they immediately become members of both the network and the group.

The only mandatory field is the email address. The invitation is sent to this address and the user can use it to log in after registration. You can also enter the user’s name.

Below this is the standard invitation text. This can be edited here once for this invitation. Important to note here is that the $Link item must not be removed, otherwise the email will not contain a registration link.

Finally, you can decide whether a standard user or a guest user should be invited.

Email list #

The ‘Email list’ tab is only available to network admins. 

This function can be used to invite multiple users at one time. A CSV file can be used to import the ‘Last name’, ‘First name’ and ‘Email address’ information for several users at the same time. You can then edit the subject of the email and the standard invitation text. 

Important to note here is that the $Link item must not be removed, otherwise the email does not contain a registration link.

Manage members #

The group’s member management allows the group admin to remove users from the group and to edit member roles and admin status.

Member roles #

Member roles are used to structure the group members. These are used in several places:

Member directory #

In the group’s member directory, the individual users are given a label that provides information about their role.

Appointment invitations #

You can also invite specific member roles to appointments.
To do this, the appointment creator clicks in the ‘Invitations’ field and enters at least one character to start the search. Both individual users and groups are suggested. If member roles exist in a group, they appear below the group with a curved arrow before the title.

Edit member roles #

Using the ‘Edit member roles’ button at the top right of the member management screen, you can define new member roles for the group and edit existing ones.

After clicking on this button, the group admin is taken to an main page that displays a table of all previously defined member roles.

Use ‘Add member roles’ at the top right of this view to start configuring a new role. Clicking on it creates a new line in the table. 

Please note: After making changes to the member roles, the page must be reloaded in order to apply the setting(s).

ID #

The first column does not need to be filled in manually. The system automatically creates a descriptive ID here, which can also be used to manage the roles via the tixxt API.

(Plural) name #

The name and plural name of the role are entered in the second and third column. This name appears later in directories and interfaces.

Colour #

A colour is defined in column four. The label is displayed in this colour in the member directory.

View type #

Standard #

By default, a label is displayed in the member directory for each group member to whom it has been assigned.

Grouped #

If a role is grouped, the group members who have been assigned this role are filtered out of the member directory. The ‘Show all group members’ filter can be used by all users to display all group members again.

Hidden #

Labels for hidden roles are only visible to admins in the member directory. Even users themselves cannot see a hidden role label that has been assigned to them.

Apply member roles #

As soon as at least one membership role has been defined for a group, a  ‘tags’ icon appears to the far right of each user in the group’s member administration.
Clicking on this opens a dropdown which contains all roles that have been created for this group. You may select as many as you like.

Search and filter #

There is a search bar above the user list. The search function searches through names as well as user profile information.

Clicking on the filter icon opens an alphabet string that can be used to filter the entries by the first letter of the last name. Below this is the filter option for memberships & user roles. This function can be used to filter by membership roles in the group. Two additional filters can also be activated using checkboxes.

Show only guests #

If this filter is set, the group admin is only shown the guest users of their groups.

Show only suspended users #

If this filter is set, the group admin is only shown the suspended users of their groups.

Remove from the group #

Clicking on ‘Remove from group’ to the right of the user, terminates the user’s group membership. The user remains in the network but no longer has access to the group’s content.

Promote to administrator #

Click on ‘Promote to administrator’ to the right of the user to promote the user to a group admin.
The admin status can also be removed in the same way. For existing admins, the button has the function ‘Remove as administrator’.