Overview

The Manage section enables admins to control group configurations, moderator access, and supporting resources like equipment/base/ranks and galleries. It consists of the following subsections:

  1. Member Groups: Configure target groups for app content and manage synchronization with external member base systems.
  2. Internal Groups: Manage Internal Groups like editing the name of the group.
  3. Moderators: Assign modeartors to handle certain modules and configure access permissions to specific modules and groups, delegating responsibilities to others.
  4. Bases/Equipment/Positions: Create and manage tags for members to enable further targeted communication and content.
  5. File and Image Gallery: Organize files and images for use within the Rich Text Editor (RTE).
  6. Email List: Maintain a list of email addresses for forwarding reports.

Each section is designed to streamline administrative tasks and enhance user-specific targeting within the app.

 

Sections in this Article

  1. Manage Member Groups
  2. Internal Groups
  3. Moderators
  4. Bases/Equipment/Positions
  5. File and Image Gallery
  6. Email List
  7. FAQs

1.  Manage Member Groups

Overview

Member Groups are used to segment members into targetable groups for content and notifications. While most clients sync member groups from their external systems via API, admins can view, manage, and create groups directly within the Admin Dashboard when needed. 

NOTE: If sync is enabled, managing groups like adding and editing names is done in the remote system.

Table View

The Member Groups table provides an overview of all groups, including:

  • Group Name: The name of the group.
  • Target Groups: The short name for the group, shown in app.
  • Can View: Indicates what groups the main Target group can  view in Members module.
  • Total Users: Displays the total number of members in the group that have been added or are coming in from the sync setup.
  • Active: How many members are eligible for log in to the app.
  • Inactive Users: How many members do not have access to the app. When members already logged into the are made inacitve, they are logged out of the app. Inactive members can be made visible in Members module if so enabled in Members settings (See General section)
  • Logged In: Displays the numbers and percentage of members who have logged in. Percentage is calculetd from Logged in / Active. This is the value that determines that client is charged by if on a pay per member scheme. 
  • Status: Indicates whether the group is Active or Inactive. If Inactive, all the members within are also Inactive.  If a member is moved to an inactive group, that member will become inactive as well.
  • Sync Status: Shows if sync for that group is enabled or disabled. 

 

Adding a New Group

NOTE: If sync is enabled, managing groups like adding and editing names is done in the remote system.

  1. Click + Add in the Member Groups section.
  2. Enter the Group name
  3. Enter the Target Group name, short version of Group name (Visible in app)
  4. Set if the group should be able to view (Can view) members from other gorups in Members module.
  5. Save when done.

 

Editing a Group

  1. Click the Action Menu (three dots) next to the group.
  2. Select Edit.
  3. Modify fields such as Group Name, Target group name and Can View setting.
  4. Save the changes.

Managing and Monitoring a Sync Setup

Admins can monitor or disable sync for certain groups:

  1. In Action menu for that Group
  2. Toggle Stop Sync to disable synchronization and Start Sync to enable.

    View overall sync status at top of table view. It indicates last succesful sync and upciming one. Sync status is also available on Dashboard in Recent Acvtivites and System Stats.

 

2.  Internal Groups

Overview

Internal Groups manage organizational groups such as committees, boards, and staff teams. These groups allow admins to target content and notifications to internal audiences within the association.

Steps

  1. Navigate to Manage > Internal Groups.
  2. Use the search and filter options to locate a specific group.
  3. To edit a Group code name, select Edit from the Action menu. This name is visble in app.

By default, th Group code name (Visible in app) is the name of the committee plus the Group its assigned to in case of special committee. I.e. Special Committee named "Financial Council" for group 2Way would have group code "Financial Council-2Way". This name can be edited to enhence visibility in app.

Note: Internal Groups are specific to the Contacts module and function independently of Member Groups.

 

3.  Moderators

Overview

Moderators are users assigned specific administrative permissions to assist with managing the dashboard in whole or partly. They can be granted access to specific modules, groups, or even individual functionalities.

Table View

The Moderators table displays:

  • Member Image: Optional image that appears in Profile in upper right of Dashboard.
  • Name: The moderator’s name and login email address.Search User to Fill Info
  • Target Groups: Groups the moderator belongs to.
  • Last Login: Timestamp of the moderator’s last login.
  • Status: Indicates if the moderator is active or inactive. An inactive moderator can no longer log in to the Admin Dashboard.
  • Action Menu: Options to edit, deactivate, send email reset link or delete the moderator.

Adding a Moderator

  1. Click Add.
  2. Fill out the form or use "Search User to Fill Info" to lookup a member from the Members module:
    • Name: Full name of the moderator.
    • Login Email: Email address for Admin Dashboard login. The login ID.
    • Password: For new Moderators being created, a link to set password will be sent to the login email address.
    • Target Groups: Select the group the moderator beloings to.
    • Position/Rank: Select the position or rank.
    • Photo: Upload an optional profile image.
    • Contact details - Add contact details.
  3. Next up is assigning Groups and Permissions for this moderator.

Assigning Modules, Features and Group Permissions

  1. Assign Modules:
    • Choose modules the moderator is being assigned to and will have access to.
    • Moderators assigned to the Reports module can also be assigned to specific report types, enabling tailored email notifications and responsibilities.
    • Some Modules are general and available across all groups and therefore do not have Group Permission next to them.
  2. Assign Groups:
    • Select specific groups the moderator will oversee for that module.
    • This limits their access to only those groups and can only publish content to those groups.
  3. Assign Features and Settings:
    • Select if this moderator should have access to some or all of the Settings pages. App Features, Manage and General.

NOTE: It's recommended that admin set clear goals what access moderators should have, speciall when it comest to access to setting pages like Manage and General.

 

Editing or Removing a Moderator

  1. Click the action menu (three dots) next to a moderator.
  2. Select Edit to update details or permissions.
  3. Select Set Inactive to disable the account. It can be set active later.
  4. Select Delete to permanently remove the moderator.

Viewing Moderator Details and Activity log:

 

  1. Click on a moderator’s name from the list to open their view pane.
  2. The details pane contains:
  • General information (e.g., name, email, target groups, contact details).
  • Assigned Modules and Permissions, showing the modules and groups the moderator has access to.
  • Activity Log, which displays login/logout events and other key actions taken by the moderator like adding or editing content.

3.  Use the Action Menu in the details pane to edit, deactivate, or delete the moderator.

 

Modetators activity

All activity is monitored and can be seen in Recent Activity in Admin Dashboard and by clicking on the moderator in the list of moderators. This open the view pane.  Activity like adding or modifying content and sending notifications.

 

4.  Bases/Equipment/Positions

Overview

Admins can create and manage tags for bases, equipment, and positions. These tags are assigned to members and used to further target content and notifications more precisely. These tags are shown in member profile in members module.

Steps

  1. Navigate to Manage > Bases/Equipment/Positions.
  2. Use the tabs to manage:
    • Bases
    • Equipment
    • Positions/Ranks
  3. To add a new tag, click Add, enter the details, and click Save.
  4. To edit an existing tag, use the Edit option.

 

 

5.  File and Image Gallery

Overview

The File and Image Gallery stores media assets accessible in the Rich Text Editor (RTE). Admins can organize files into folders for easier access.

Steps

  1. Navigate to Manage > File and Image Gallery.
  2. Use the Upload option to add new files.
  3. Organize files by creating new folders or using the Sort by feature.
  4. Use the Search bar to locate specific files.

 

6.  Email List

Overview

The Email List stores email addresses used for forwarding reports. Admins can add or edit emails from this section or while forwarding reports in the Reports module. Emails can also be added to this list when forwarding a report to a new email not in the list. The list is automatically populated with moderator emails and those cant be edited. That is done on the Moderator page.

Add or Edit

  1. Navigate to Manage > Email List.
  2. Use the Add button to enter a new email address and display name.
  3. Edit existing emails directly by clicking the pencil icon.  Save to confirm.

Note: The Email List is specific to the Reports module and facilitates report forwarding.

 

 

FAQs

 

Member Groups

Q: Can I edit a synced Member Group?

A: No, Member Groups synced via the API are managed in your member base system. 

 

Q: What happens if I turn off syncing for a Member Group?

A: When syncing is turned off, changes to the Member Group in the member base system will no longer update in the Admin Dashboard. You can still view and manage the group locally in the dashboard.

 

Q: Can I create new groups manually when the sync is on?

A: No, when sync is enabled, groups are managed by the member base system and cannot be created manually in the Admin Dashboard.

 

Internal Groups

Q: How are internal groups different from member groups?

A: Internal groups are used for targeting content within the association, such as committees or staff, while member groups represent the broader membership synced from your member base system.

 

Q: Can I assign content to both member groups and internal groups?

A: Yes, content can be assigned to both member groups and internal groups, depending on the targeting needs of your association.

 

Moderators

Q: What permissions can I assign to a moderator?

A: Moderators can be assigned access to specific modules, groups, or even individual report types. Their permissions can be as broad or as narrow as needed.

 

Q: How can I check the activity log for a moderator?

A: Click on a moderator’s name in the list to open their details pane, where you can view their activity log, including login/logout events and other actions. In recent activity pane on Dashboard activity for all moderators can also be gauged.

 

File and Image Gallery

Q: What is the file gallery used for?

A: The file gallery stores images and files used in the Rich Text Editor (RTE) for content creation.

 

Q: Can I organize files into folders?

A: Yes, you can create folders and organize files as needed for easier management.

 

Email List

Q: How does the email list work with the Reports module?

A: The email list stores addresses used for forwarding reports via email. You can add new addresses here or directly within the Reports module.

 

Q: Can I assign multiple emails to the same report?

A: Yes, multiple email addresses can be selected when forwarding a report.