Group requests help your ministry manage incoming requests to join a group. This feature is designed to work seamlessly with the other group-related features on the site.
How It Works: An Overview
A user visits your site looking for a group and chooses the Group Request option that you have added to your site menu via Site Builder. The user will be prompted to login or register for an account on the site. This exists so the user can return to the site and check the status of their group request among other things. If the user has previously entered a group request, they will see a listing of their past group requests and their current statuses. Otherwise, the user will be directed to the Group Request form. After the user submits their form, the request will automatically be assigned to the person you have listed as the contact in Group Types.
Whenever a request is assigned to someone, that user gets sent an e-mail. That user will follow a link contained in that e-mail to view the group request. This person is a Group Request Manager.
The Group Request Manager has the option at this point to reassign the request to another Group Request Manager or to handle the request himself/herself. Once the request reaches the appropriate Group Request Manager, the status can be changed so that everyone knows who owns the request and where in the process it currently stands. The Group Request Manager may also log notes along with any status or assignment changes. Each change is logged so that a complete history of the request is visible.
When appropriate, the request can simply be "Placed" in a group. The person will then become a member of the group and marked as a "Prospect." The group's contact will receive an e-mail notifying them of the change.
Group Request Worklist
The Group Request Worklist shows a listing of the group requests which can be filtered by the status or the person to which it is assigned. By default, the worklist will show a Group Request Manager all open requests to which they are assigned.
Setting Up for Group Requests
There are several steps that need to be performed in order to set up the Group Request Feature effectively.
- Create Group Request Managers
In order for users to be able to view/manage group requests created by another user, the user will need to have the Manage Group Requests permission. Visit your site's administration area and click Permission Admin. On this screen, add any users which need to be able to manage group requests and give them the Manage Group Requests permission. Users with this permission can have group requests assigned to them. They can also be selected as the default contact for Group Type (see next section).
- Add/Edit Your Group Types
This feature works best when group types have been configured. Group types allow the user to choose the type of group which they would like to join. Group types are set up in Site Preferences on the Groups tab. When you set up a group type, you can specify which types are available at which times of the day: morning, afternoon, or evening. Also configured with a group type is the default contact. This is the person to which requests for this type of group will be assigned by default.
- Add/Edit Your Group Request Locations
When a user creates a group request, they can choose where they would like to attend the group in question. The options available to the user can be configured in Site Administration on the Groups tab. Options added in Group Request Location Administration are available to the user.