Enabling small group sign up through My ChurchSuite

In this article

Overview of the My ChurchSuite group sign-up functionality
Overview of the sign-up user experience
Enabling My ChurchSuite sign-up functionality for a small group
Enabling My ChurchSuite sign-up functionality (module settings)

Overview of the My ChurchSuite group sign-up functionality

In addition to enabling people to sign up for small groups through Embed and Connect, you can also run small group sign-up through the member-facing My ChurchSuite, which church members can access via their web browser or our iOS/Android app, logging in with their email address and password. Access to My ChurchSuite is by an invitation process - see the related support articles for further information. With small group enabled, the My Groups section of My ChurchSuite includes a Sign Up section listing all your small groups available for sign up.

Church members can click through for More information and even sign-up.

Overview of the sign-up user experience

The user experience of signing up to a small group through My ChurchSuite works in exactly the same way as the Connect Group List and Embed. However, because the church member is logged in to My ChurchSuite and their identity is known, there is no sign up form to complete. Instead, when the church member clicks to Sign Up, they are immediately signed up and a success message is displayed on the screen to confirm.

The sign-up is joined to the small group member list, either as a pending or active status group member (depending on the group's sign-up settings), and a "Joined group" Key Date is added against the church member's Address Book profile. A sign-up notification is also sent to those group members whose role permissions include Notify of sign up enabled - ensuring that the group leaders are kept in the loop and can extend a welcome to the new group member.

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 by a Small Groups module User, allowing you to override the capacity cut-off. Similarly, group members with Edit Group Details role permissions (such as leaders) can also add members to their group, in effect overriding the group capacity too.

Enabling My ChurchSuite sign-up functionality for a small group

Enabling sign-up via My ChurchSuite is granted on a group-by-group basis, making it possible to enable sign-up on some groups but not others, if you wish. From a group's "View" page in the Small Groups module, click the Edit button.

Scroll down to the Visibility section and check Show in My ChurchSuite, to make the group visible in My ChurchSuite to group members, and also check Sign up through My ChurchSuite in the Sign-Up section to have the group visible in the Sign Up section on the My Groups page in My ChurchSuite.

Where Sign-Up has been enabled, specify the Dates within which the sign-up period is to be active for (this can be open-ended, but a start date is required). Optionally set a sign-up Capacity for the group. The Member List setting determines when group members are able to view the list of their fellow group members in My ChurchSuite. You can also set the default Member Status assigned to new sign-ups - people can be added to the group as Active members, or they can be added with a Pending status requiring a group leader with Edit Group Details role permissions to approve the new member and set them active.

Remember to save any changes made to a group before navigating away from the page. Repeat the above steps for each small group.

Enabling My ChurchSuite sign-up functionality (module settings)

In ChurchSuite, head into the Small Groups module settings via the cog-wheels icon 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 Options tab.

In the Settings section, ensure that Enable My ChurchSuite access is enabled for the module - without this, the My Groups section will not be displayed for your church members in My ChurchSuite. Optionally check to Enable attendance submission and Enable cluster oversight as appropriate.

Group members with Edit Group Details role permissions are able to manage their group member list and group details within My ChurchSuite. You can control the Editable Fields, Custom Fields and Details Visible that those with role permissions can interact with in My ChurchSuite. Some churches want group leaders to be able to fully manage their small groups themselves, while others prefer that certain group details are only managed by a Small Groups module User - set the module settings as appropriate. These settings apply to all small groups visible in My ChurchSuite and cannot be determined on a group-by-group basis.

Scroll down the My ChurchSuite Options to the section called Group Sign-Up and optionally customise the sign-up section 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. You may find it helpful to give some brief instructions to church members about selecting a group, or invite people to respond by mentioning your church's small group vision. Multi-site churches can also select whether to Allow sign-up to groups from Just the member's site or All sites (any site).

The Show groups setting (above) allows you to set whether Active or Active & Future groups should be displayed in the My ChurchSuite list of 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 is only available when the group is active and 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 Small Groups module settings.

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