User Management Documentation

Introduction

Group Package 1 websites are managed for you by Scouts Online. Your website is setup with one user, who will receive all contact forms. If you want this user changing, please contact us.

If you'd like to upgrade to a higher package level, please contact us.

Website users may include leaders, trustees, administrators, parents and friends of the group.

You can assign leaders to the sections they belong to, so that they appear in that section's Meet The Team page. You can also add trustees to the trustee board team, to appear in the Members/Trustee Board page, and assign other users to other teams, like the campsite team or maintenance team so that you can show them on your own pages.

Users may be assigned the rights to view members only page and/or administer your website settings and pages.

User Management

Website users may include leaders, trustees, administrators, parents and friends of the group.

Users may be assigned the rights to view members only page and/or administer your website settings and pages. Additionally, 'Content Contributor' users can create news articles, events and photo albums, without giving them the ability to change website settings or page content.

Website users may include leaders, trustees, administrators, parents and friends of the group.

Manage Adult Team Lists

Use Cases

The following panels show specific tasks. Click on a panel to see the procedures.

Add Site Admin Users

Any additional Site Admin users

Site Admin users may edit website content and settings.

To add a Site Admin user, follow these steps:

Login with a Site Admin username and password
Open Admin/User Management
user
Enter Email address, First Name, Surname
Move to the 'Role & Website Rights' tab
Select their Scouting Role + override it with a specific Role Description if required
Tick all the sections and teams that they belong to
Tick the Admin and Content Edit Mode fields to allow them to edit website settings and change page content

Fig. 1: User record: Header Details

Fig. 2: User record: Role & Website Rights

Add Team Users

Add Users and Team Members

Add user records for your Lead Volunteer, Trustees and section team members

By adding a user to a team, their profile will appear in team lists for that team.

If you tick a section, their profile will be displayed in that sections' Meet The Team page.

If you tick a team, their profile will be displayed in team lists for that team. E.g. Trustee Board shown on the Members/Trustee Board page.

To add a new user and set their teams, follow these steps:

Login with a Site Admin username and password
Open Admin/User Management
user
Enter their Email address, First Name, Surname
Set Show Email and Show Telephone to "Logged in users only"
Move to the 'Role & Website Rights' tab
Select their Scouting Role + override it with a specific Role Description if required
Tick all the sections and teams that they belong to

Fig. 1: User record: Role & Website Rights

Fig. 2: Section Meet The Team page

Fig. 3: Trustee Board page Team List

Add Site Admin Users

Any additional Site Admin users

Site Admin users may edit website content and settings.

To add a Site Admin user, follow these steps:

Login with a Site Admin username and password
Open Admin/User Management
user
Enter Email address, First Name, Surname
Move to the 'Role & Website Rights' tab
Select their Scouting Role + override it with a specific Role Description if required
Tick all the teams that they belong to
Tick the Admin and Content Edit Mode fields to allow them to edit website settings and change page content
Move back to the 'Header Details' tab and

Fig. 1: User record: Header Details

Fig. 2: User record: Role & Website Rights

Add Content Contributors

Add 'Content Contributor' users, who may add News, Events and Photo Albums, but without the ability change website settings and page content

Content Contributor users may add News, Events and Photo Albums + upload files to add to these.

Unlike Site Admin users, they don't have access to the website settings, alter page content or add pages.

To add a Content Contributor user, follow these steps:

Login with a Site Admin username and password
Move to Admin/User Management
user
Enter Email address, First Name, Surname
Set Show Email and Show Telephone to "Logged in users only"
Move to the 'Role & Website Rights' tab
Tick the Content Contributor field
Move back to the 'Header Details' tab and

Fig. 1: User record: Header Details

Fig. 2: User record: Role & Website Rights

Add Users and Team Members

Add user records for your Lead Volunteer, Trustees and section team members

By adding a user to a team, their profile will appear in team lists for that team. E.g. Trustee Board shown on the Members/Trustee Board page.

To add a new user and set their teams, follow these steps:

Login with a Site Admin username and password
Move to Admin/User Management
user
Enter Email address, First Name, Surname
Set Show Email and Show Telephone to "Logged in users only"
Move to the 'Role & Website Rights' tab
Select their Scouting Role + override it with a specific Role Description if required
Tick all the teams they belong to, and override their main role with a team role name (if required)
Move back to the 'Header Details' tab and

Fig. 1: User record: Role & Website Rights

Fig. 2: Section Meet The Team page

Fig. 3: Trustee Board page Team List

Add District Users

Add District Lead Volunteers, Trustees and team members user records for your Districts

District Lead Volunteers can be seen on your Districts page and seen in the Members/Directory page.

To add a District user and set their teams, follow these steps:

Login with a Site Admin username and password
Move to Admin/User Management
user
Enter Email address, First Name, Surname
Set Show Email and Show Telephone to "Logged in users only"
Move to the 'Role & Website Rights' tab
Select their District from the Team field. See Fig. 2
Select their Scouting Role + override it with a specific Role Description if required
Tick all the teams they belong to, and override their main role with a team role name (if required)
Move back to the 'Header Details' tab and

NB. The District Lead Volunteer shown on the Districts page will be the District user with the highest role. So, if the District doesn't have a Lead Volunteer, the user with the next highest role will be shown.

Fig. 1: DLV on a County Website

Fig. 2: Select their District

Fig. 3: Set their Role in the District

Add Users to Districts Groups

Add Group Lead Volunteer and any other user records for your Groups

Group volunteers can be seen on your Groups, setup as the Main Contact for a group to receive contact forms for their group, and to show in the Members/Directory page.

To add a Group user and set their teams, follow these steps:

Login with a Site Admin username and password
Move to Admin/User Management
user
Enter Email address, First Name, Surname
Set Show Email and Show Telephone to "Logged in users only"
Move to the 'Role & Website Rights' tab
Select their Group from the Team field. See Fig. 2:
Select their Scouting Role + override it with a specific Role Description if required
Tick all the teams they belong to, and override their main role with a team role name (if required)
Move back to the 'Header Details' tab and

NB. To make the GLV as the Main Contact for a group, edit this group in Admin/Group Details + select their Group Admin/Districts + select their District + select their Group + select the 'Group' section from the 'Sections' tab and select them in the Main Contact field.

Fig. 1: Group Lead Volunteer User

Fig. 2: Select their Group

Fig. 3: Set their Role in the Group + teams

Manage Team Members

Add and remove members of teams in one place

You can manage the members of all sectional and group teams District teams, group teams and their sectional teams County teams, the teams in your Districts, plus your group teams and their sectional teams in one place.

To do this, follow these steps:

Login with a Site Admin username and password
Open Admin/User Management
Click at the bottom of the page
For more details, see User Team Management

Add User Photos

Add a profile photograph for your main volunteers

By default, team lists show a default image, but you may add a profile photograph for each user to show instead of the default image.

To add a profile photograph for a user, follow these steps:

Login with a Site Admin username and password
Move to Admin/User Management
their user record
Move to the 'Photographs' tab
Click the button
You can select an existing image from a folder in Your Files
OR upload a new one:
- Choose a folder upload your photo into
- Click the button
- Navigate to where the photo is stored and select it
- Click the button
- Tick the photo and click
Move back to the 'Header Details' tab and

Fig. 1: Select a profile photo

Fig. 2: Profile photo uploaded

Fig. 3: Profile photo shown in team list

Add Awards to a User Record

Add Good Service, Gallantry, Meritorious Conduct, Long Service and Other Awards to you volunteer's user records.

You can add Good Service, Gallantry, Meritorious Conduct, Long Service and Other Awards to you volunteer's user records.

Adult awards are shown in Roll Of Honour modules, and Good Service medals are displayed on default user profile images in the Team List module. All awards awarded to a volunteer are shown when a website visitor clicks a user record to see more details.

To add awards to a user record, follow these steps:

Login with a Site Admin username and password
Open Admin/User Management
Click the button next to a user
Move down to the bottom of the 'header Details' tab
Select an award from the Awards drop-down-list field. See Fig. 1
Enter the date that the award was awarded. See Fig. 2
Click

To remove an award from a user, follow these steps:

Click the button next to a user
Move down to the bottom of the 'header Details' tab
Select the award, that you want to remove from the volunteer, in the Awards drop-down-list field
Click See Fig. 3

Fig. 1: User Management: Awards field

Fig. 2: User Management: Save an award

Fig. 3: User Management: Award selected to delete

Here's Where the Awards are Shown

Fig. 4: Roll of Honour - See here

Fig. 5: User Profiles on Team Lists with Medal and highest award badges

Add Parent/Leader Generic User

Instead of adding user records for everyone that you want to login, to see private events, photos and page, add a 'Generic User'

Within your website, you may set the privacy level for events, photo albums and pages to limit viewing to 'Logged in users only', so that they are not visible to the general public.

Instead of adding and managing user records for all your volunteers and parents, you could create a single 'Generic' user and distribute the password to current members.

The 'Generic User' field on the user record simply disables the Forgot Password function so that parents don't change the password.

To setup a generic user, follow these steps:

You will need to register a new email address, in order for you to set the password. This could be similar to OurScoutsParents@gmail.com
When you have access to the email inbox for that email address, you may begin.
Login with a Site Admin username and password
Move to Admin/User Management
user
Enter Email address, First Name, Surname
Logout
Enter the new email address and click
This will send a temporary password email to your new email address
Enter the temporary password into the Password field and click
Enter a New Password and click
Logout
Login with your Site Admin username and password
Re-edit the user record
Move to the 'Role & Website Rights' tab
Tick the 'Generic user' field - See Fig 2
Move back to the 'Header Details' tab and
You may now send out the Username (email address) and Password to your volunteers and parents
From time-to-time, you may want to change the password. To do this, you will need to edit the user record, untick the Generic User field before using the button to change the password, before re-ticking the Generic User' field.

Fig. 1: Add a Generic User

Fig. 2: Generic User field ticked

Fig. 3: Profile photo shown in team list

Fig. 2: Generic User field ticked

Change a User's Email Address

Where a volunteer has changed their email address, you should update their user record.

Where a volunteer has changed their email address, you should update their user record.

To do this, follow these steps:

Login with a Site Admin username and password
Open Admin/User Management
Scroll down the users list and the user's record
Click the button next to their email address
Enter their new email address in the New Email field
Click the button below the New Email field

Fig. 1: Change Password

Delete a User Record

Delete a user record for a volunteer that has left your group. District or one of your groups. County, one of your Districts or one of your groups.

Where a volunteer leaves your Group, District or one of your Groups, County, one of your Districts or one of your Groups, you may want to delete their user record.

To do this, follow these steps:

Login with a Site Admin username and password
Open Admin/User Management
Scroll down the users list and the user's record
Click the button
Click the button
Before deleting the user record from your District, you should check whether the user is attached to one of your Groups. In which case, they may still want access to your website.
Before deleting the user record from your County, you should check whether the user is attached to one of your Districts or Groups. In which case, they may still want access to your website.
To check this, move to the 'Role & Website Rights' tab and click the Team drop-down-list. If the user is attached to any Group, District or Group, it will be indicated with "(User Setup)". See Fig. 1

Fig. 1: User Setup

If the volunteer has left Scouting or the area, you should delete their user record from the Group District or Group first. To do this follow these steps:
- Run through each of the Groups Districts or Groups where they have a "User Setup"
- Select the Group District or Group in the Team drop-down-list
- This will open their user record for that Group District or Group
- Click the button to detach them from that Group District or Group
- When the user is detached from all your Groups, Districts or Groups, you can delete their user record from your website
- Move back to the 'Header Details' tab and click

NB. If the user is a Main Contact for your Group, a Group, a District or Group, or they are setup as a recipient in a Contact Form module, you should remove the user from these before deleting their user record.

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Here's Where the Awards are Shown

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