Enabling small group sign up through My ChurchSuite
Helping your members to sign up for new groups by letting them do it through My ChurchSuite is easy to do - here's how.
This article presumes that My ChurchSuite is already enabled and set up in your account. See how in the related article on "Activating My ChurchSuite" below.
In ChurchSuite, go to "Small Groups" and click the module options button (the cog-wheels in top right corner of the module). To access these settings you will need either Manage module or Administrator permissions. Click on the "My ChurchSuite" tab.
In the Settings section, ensure that "Enable My ChurchSuite access" is enabled - without this, the My Groups menu will not be displayed for your church members in My ChurchSuite. Optionally 'check' to enable attendance submission and cluster oversight.
Optionally set the editable fields i.e. those fields that those with appropriate roles can make changes to their group); and whether any of your small group custom fields are visible in My Groups and editable by those whose roles permit. Then set whether any of the visible group details should be hidden.
Scroll down to the section entitled "Group Sign-Up" and optionally customise the sign-up message that will appear in My ChurchSuite on the My Groups page just above the list of groups that your church members can sign up to. Multi-site churches can also select whether to permit members to sign up to groups from a different site, or just their own site.
The "Show groups" setting allows you to choose whether 'active' or 'active and future' groups should be displayed in My Groups. My ChurchSuite will still respect each group's individual group visibility settings, so only those active or future groups set as "Show in My ChurchSuite" will be shown based on this module setting. In this way, you can choose to show some future groups where sign-up hasn't yet begun, but hide others until sign-up begins or the group starts. Note also that the Group Email feature in My Groups will only work when the group is active or during the sign-up period - attempting to send a group email to a future group email address will result in a rejection email coming back. This means future group leaders can only email their future group members once sign up has begun or the group is active.
Save your changes before navigating away from the My ChurchSuite small group settings.
Next, you need to make sure that each group that you want people to be able to sign up for has sign-up enabled in the group's settings. To do this, go to "Small Groups" > "Groups" and select each of your groups in turn. Click "Edit Group".
Scroll down to the "Visibility" section and select "Show in My ChurchSuite" and also tick to enable online sign-up, which determines whether sign-up for that group is enabled in My ChurchSuite. Enabling sign-up online you can now add the date range for when you want the sign-up to be active along with an optional sign-up/group capacity. Only a start date is required, but you can optionally end sign-up if you wish. If "Show active and future" groups is enabled in the module settings (described above), a future group will still show in My ChurchSuite, even if sign-up has not yet opened.
Save your group changes before navigating away from the page.
Now, when your church members log into My ChurchSuite and go to the My Groups section, those groups with sign-up enabled will have a "Sign Up" button visible (this is found when clicking through from "More information". The sign-up button is only visible for active groups within the sign-up period that have capacity remaining.
By using the Small Group capacity feature, you can cap the number of sign-ups. Once a group is full, no further sign-ups are permitted; although church members can be manually added to a group in ChurchSuite, allowing you to override the capacity cut-off. Also, those with appropriate small group roles e.g. leaders, if they have group admin functionality enabled, can also add members to their group, in effect overriding the group capacity too.