Setting up a Group Manager's Permissions

Customers themselves can represent a segment. On the web, this person is known as the "Group Manager", which is the person assigned to manage a segment or group of people. For example, a company can be made a segment and add its employees to this segment. Then, an employee from the company can be given control over a segment(s) and can perform the appropriate functions. The permissions you assign to a group manager determine what customer record management functions he/she can perform on the web using the Group Management controls. In addition, depending on whether you set up a company, committee, or chapter for web segmentation (group management) determines how the group manager can manage the group.

To see a video demonstrating how to do this, refer to Video Demo: Setting up a Committee Manager's Permissions.

To limit a group manager's access to your database, so that he/she does not have access to add anyone to the group he/she is managing from your database, see Adding a New Domain Record for more information. This only applies for the Corporate and Staff Management workflow.

Group Manager Permissions

The following are different permissions that you can assign to your group manager:

· Online Group Manager
When checked, a web user becomes a group manager.

· Edit Individual Profile
When checked, the group manager can edit individual group members' profiles on the web.

· Edit Group Profile
When checked, the group manager can edit the group's profile on the web.

· Add Individual to Group Profile
When checked, the group manager can add individuals to the group on the web.

This only applies for the Committee Management workflow and the Corporate and Staff Management workflow. For the Chapter Management workflow, group managers are unable to add/remove individuals from their group. See Maintaining the Roster for Chapter Management for more information on how individuals are added/removed from the roster for Chapter Management.

· Remove Individual from Group
When checked, the manager can remove individuals from the group on the web.

This only applies for the Corporate and Staff Management workflow.

· Identify Group Manager
When checked, the group manager has the ability to assign another user in his/her roster group permissions, as well as change the existing manager's permissions from the web.

· Place Order
When checked, the group manager can place orders for individuals in his/her group on the web.

For example, if the Edit Individual Profile field is enabled in the back office, as highlighted below, on the web, the group manager would be able to edit a group member's profile, such as his/her contact information.

Back Office Settings

In order for a group manager to be able to manage a group on the web, the following steps need to be completed:

1. Set up a committee, company, or chapter for segmentation.

2. Assign an individual to be a group manager to the company, committee, or chapter.

3. Configure the Group Management controls on your e-Business website.

To set up group management on the web:

1. First, a committee, chapter (subgroup), or company must be set up for segmentation (see Creating a New Company, Creating a New Committee, or Creating a New Subgroup for more information):

a. Select a committee, a chapter, or a company (employer) with current, past, and future members/employees (see Creating a New Individual, Adding a New Committee Member, or Adding Members to a Subgroup for more information).

b. Next, to access the Segmentation Control screen:

· For a committee, from the Committee Maintenance task category in Committee Central, click Segmentation.

For a video demonstrating how to assign an individual to be a committee manager, refer to Video Demo Assigning an Individual to be a Committee Manager.

· For a company, from the Background Information task category on the CRM360® screen, click the Segmentation Details.

· For a chapter (subgroup), from the Demographics task category on the Subgroup Central screen, click the Maintain Segmentation.

Before creating the chapter (subgroup) as a web segment, make sure that it is linked to a membership product. Refer to Adding Members to a Subgroup for more information.

c. The Segmentation Control screen displays.

d. Select the Make this Customer a Web Segment tab, as highlighted below.

e. Check the Create Web Segment checkbox, as highlighted below.

f. The following fields are now enabled:

· Segment Rule Code

· Qualifier 1 and Qualifier 2

· Description

· Can Create Segments

g. Click Save.

2. Next, assign a group manager to the committee, company, or chapter (subgroup) that you previously set up for segmentation in Step 1:

Before assigning a user as a group manager, make sure he/she has a web user ID and password. If not, create one for him/her. See Viewing a Constituent's Web Credentials in CRM360 for more information.

a. From the Personify360 main toolbar, select Customers and Committees > CRM360.
The CRM360® screen displays.

b. Click Search to find an existing constituent or click Create New Customer.

c. From the Background Information task category, click Segmentation Details, as highlighted below.

The Segmentation Control screen displays.

d. Select the Segments this Customer Controls tab, as highlighted below.

e. Click Add.
The fields in the Segment Ownership Detail section enable, as shown below.

f. Select the Segment Rule from the drop-down.

g. Click the Qualifier 1 link.
The Generic Chooser window displays.

h. Select the company, committee, or chapter (subgroup) that you want the individual to be a group manager of.
The Qualifier 1 and Qualifier 2 fields default to the master customer ID and sub customer ID, respectively.

i. Check the Online Group Manager checkbox. If this is NOT checked, the user will NOT be a group manager.
When checked, the following fields enable:

Only customers that have a customer segment where the web segment is enabled, the begin date is less than or equal to the current date, and the end date is null or greater than or equal to the current date, is considered an active group manager.

· Edit Individual Profile

· Edit Group Profile

· Add Individual to Group Profile

· Remove Individual from Group

· Identify Group Manager

· Place Order

· Select the Begin Date from the drop-down.

· Select the End Date from the drop-down.

j. Click Save.

3. Repeat the above steps for every committee, company, and or chapter (subgroup) that you want to set up for Group Management.

4. Finally, configure the Group Management controls. To learn how to configure the controls for group management, refer to Overview: Configuring the Group Management Control.

Screen Element	Description
Make this Customer a Web Segment
Create Web Segment	Checkbox. Is a group of customer records grouped by one of the following categories: a specific chapter, purchasers of a product, members of a committee, or employees of a company.
Segment Rule Code	Link. Defaults to either "Committee Segment Rule", "Employee Segment Rule", or "Subgroup Segment Rule", respectively, depending if you a creating a web segment for a committee, company, or chapter (subgroup).
Qualifier 1	Text box. Defaults to the master customer ID.
Qualifier 2	Text box. Defaults to the sub customer ID.
Description	Text box. Defaults to either "Committee Segment Rule – Committee name" for committees (e.g., Committee Segment Rule - Membership Committee), "Employee Segment Rule – Company name" for companies (e.g., Employee Segment Rule- American Professional Association), or "Subgroup Segment Rule - Subgroup name" for subgroups (chapters) (e.g., Subgroup Segment Rule- American Professional Association New York Chapter).
Can Create Segments	Checkbox. Defaults to checked. As of 7.5.0, this flag is no longer in use and does not affect functionality or web segments.
Segments this Customer Controls
Segment Rule	Drop-down. Is used to restrict group managers from records they can view. Select one of the following options: · "Subgroup Segment Rule" if in Step 1 you created a Subgroup Segment rule · "Committee Segment Rule" if in Step 1 you created a Committee Segment rule · "Employee Segment Rule" if in Step 1 you created a Company Segment rule Values in the drop-down are populated based on the codes defined for the non-fixed CUS "SEGMENT_RULE" system type.
Qualifier 1 and Qualifier 2	Text boxes. The Qualifier 1 and Qualifier 2 fields default to the master customer ID and sub customer ID, respectively. The options populated in this window are based on the committees and/or companies you set up for segmentation in Step 1. If the committee, chapter (subgroup), or company you are looking for does not populate the Generic Chooser window, you must configure it for segmentation. For example, in Step 1 you enabled the company (employer), Intel Corp, as shown below. On the Generic Chooser window, it will display as an option, as highlighted below.
Online Manager	Checkbox. When checked, the user becomes a group manager and can manage a segment or group of people on the web.
Edit Individual Profile	Checkbox. When checked, the group manager can edit individual group members' profiles on the web, as shown below. The information that the group manager can edit is based on the profile controls you drop on this page (e.g., contact information, addresses, emergency contacts, etc.). See Overview: Additional Steps for the Header Control for more information. As a best practice, it is recommended that you do not drop controls that contain sensitive data, such as a user's credit card information.
Edit Group Profile	Checkbox. When checked, the group manager can edit the group's profile on the web, as shown below. The information that the group manager can edit is based on the profile controls you drop on the group profile section (e.g., contact information, addresses, pay open orders, etc.). See Overview: Additional Steps for the Header Control for more information.
Add Individual to Group	Checkbox. When checked, the group manager can add new individuals to the group on the web, as shown below. In addition to this flag being checked in the back office, a separate page needs to be created that allows the group manager to add a new individual to his/her roster. For more information, refer to the Roster control section. This only applies for the Committee Management workflow and the Corporate and Staff Management workflow. For the Chapter Management workflow, group managers are unable to add/remove individuals from their group. See Maintaining the Roster for Chapter Management for more information on how individuals are added/removed from the roster for Chapter Management. When a group manager adds a new individual to his/her roster using the Roster control, the system checks your database to see if the new individual's email address is in your system. As a best practice, it is recommended that you add a domain record to a company or group record in CRM360® so that the group manager does not have access to add anyone to the group he/she is managing from your database. See Adding a New Domain Record to a Company's Record in CRM360® for more information. If this checkbox is NOT checked, the “Add New Individual” or "Add Committee Member" button will NOT display to the group manager, as shown below.
Remove Individual from Group	Checkbox. When checked, the group manager can remove individuals from the group on the web, as shown below. Doing so will add an end date to the individual's employment relationship with the company. As of 7.5.2, if a staff manager enters in the Effective Date field the employees' end date as the same date as his/her start date, the employee's record is NOT deleted from the CUS_RELATIONSHIP table in the back office. In addition, as of 7.5.2, when a staff manager sets a group member's end employment date as "today" and clicks End Relationship, he/she is redirected to the "Roster page". Here, the group member still displays on the roster until tomorrow, because the relationship is still considered valid. This setting only applies to the Corporate and Staff Management Workflow. If this checkbox is NOT checked, the “End Employment” link will NOT display to the group manager, as shown below.
Identify Group Manager	Checkbox. When checked, the group manager has the ability to assign another individual in his/her roster group manager permissions, as well as change the existing manager's permissions from the web, as shown below. See Overview: Settings Control for more information. You can have more than one manager of a group; however, as a best practice, you should assign no more than three individuals to be group managers.
Place Order	Checkbox. When checked, the group manager can place orders for individuals in the group on the web, as shown below. See Overview: Buy for Group Control for more information. The web settings for the Buy for Group control also must be configured in order for a group manager to purchase products for his/her group.
Begin Date	Drop-down. Select the date that you want segmentation to begin. This field defaults to the current date when record is created.
End Date	Drop-down. Select the date that you want segmentation to end. This is manually updated. This field is not required for the group manager.