CAA Product Help

(HELP ?) Circles provide narratives on Training, Explanations, and Hints. These can be related to the overall screen, or to specific items on the screen.

This (HELP ?) Circle narrative is for the "MANAGE GROUPS IN CATEGORY" Screen in MemberLink.

This screen displays all the "Groups" that could be included in the selected Group Category. Some of them may be already included, and those already included will be identified with a Checkbox "turned on" beside their name.

The currently active "Group Category" was selected at the previous screen before coming to this "MANAGE GROUPS IN CATEGORY" Screen. You picked a specific Group Category and clicked the "MANAGE GROUPS" Hyperlink for that Group Category.

If you want to change Group Categories, you have to go back to the previous screen to accomplish it.

Managing Groups in Group Categories:

Next to each group name, there is a Checkbox. If the Checkbox is turned "ON" (checked), that group is included in the Group Category. If it is "OFF" (unchecked), that group is not included in the Group Category.

Elsewhere, you can create a Custom Data Field (also called a User-Defined Data Field) and link it to a Group Category. By doing that, the menu of choices for that Custom Data Field will be the Groups from the Group Category. The Groups will be shown for the selection choices in a pull-down menu.

That Custom Data Field with pull-down menu will be available on the "PROFILE" Screen for each person. The process works like this:

"¢ When you update a person's Profile, you can click the Checkboxes on that Custom Data Field to turn them "ON" or "OFF".

"¢ For each Group you select and turn "ON" the Checkbox, that person will be put into that Group.

"¢ If you turn "OFF" a Checkbox, that person will be removed from that Group.

"¢ In this way, the system helps you keep the Groups updated with the correct people by allowing you to use this feature on a person's "PROFILE" Screen. You move the person into and out of the groups in which they participate simply by manipulating the Checkboxes.

Reason for this Warning:

A person could be in several groups in a Group Category. For example, the Group Category could be for committees, and a church could have 4, 10, 14, or more committees. A single individual could be on several committees, and dozens of people could be serving on committees. Using the "PROFILE" Screen for a person in conjunction with a Custom Data Field using Type = Groups Checkboxes, the system helps you keep all those committees updated with the correct people in the correct groups.

However, if you come to this "MANAGE GROUPS IN CATEGORY" Screen and remove a group, that group will disappear from the Custom Data Field choices on the individual's "PROFILE" Screen. That "removed group" will no longer be kept automatically updated through the process of updating the Profiles of the people in that group. You will not be able to add new people to that group via the "PROFILE" Screen, or remove people via the "PROFILE" Screen.

The actual Group will still have the people in it, as it did when you removed it from the Group Categories. You just need to be aware that removing it from the Group Categories effectively disables it from being used in a Custom Data Field list and in that "PROFILE" Screen functionality.

** Note: After removing a group from a Group Category, you still can click the Checkbox again later and put it back into the Group Category. Groups can be added and removed from Group Categories without impacting the composition of the Groups.

"CAA Product Help" from CAA Ministries at Support@CAAsoftware.com or 404-551-4230