Group Admin FAQ

Common questions about running a group — settings, members, roles, and moderation.

How do I invite someone to my group?

Open the Group Invitations page (tap Manage Invitations in the Admin Dashboard or the person-plus icon on the Invitations page). You have three options:

• Invite a Member — enter one email address and send an email invitation directly.
• Bulk Invite — paste or upload a list of addresses to invite many people at once.
• Invite Link — create a shareable link or QR code that anyone can use to join without you needing their email. See Shareable Invite Links.

Email invitations expire after 7 days. Invite links can be set to expire after 7 days, 30 days, or never.

What if someone doesn't receive their invitation?

Go to the Group Invitations page and tap Resend next to their invitation. Ask them to check their spam or junk folder. If the email address is wrong, revoke the invitation and send a new one to the correct address. Alternatively, share an invite link so they can join without an email invitation.

How do I remove a member from the group?

For an immediate removal, use Expel from the member's profile (Admin Actions → Expel). For a formal process with advance notice, use Initiate Removal from the bulk action bar — this gives the member 90 days' notice. Expulsion cannot be undone without a new invitation. See Expelling a Member.

Can I temporarily block a member without removing them?

Yes. Use Suspend to temporarily remove their access for a set period (1 day to 30 days). Their access is restored automatically when the suspension ends. Suspended members can optionally be allowed to appeal. See Suspending a Member.

How do I promote someone to admin?

Open the member's profile, tap Admin Actions (shield icon), and select Promote to Admin. Alternatively, use the Change Role bulk action on the Members page. Promoted admins have full access to all settings — use this role carefully.

What is a Co-admin?

Co-admins have the same access as admins, except they cannot delete the group, transfer ownership, or demote other admins. Co-admin is useful when you want to share management duties without giving someone the ability to make irreversible changes to the group.

Can I create custom roles for members?

Availability may vary by plan. Go to Group Settings → Roles and tap Create Role. Custom roles let you grant specific permissions (like managing events or moderating chat) without making someone a full admin. See Roles & Permissions.

How do I enable or disable a feature for my group?

Go to Group Settings → Features. Each feature has an on/off toggle. Disabling a feature hides it from all members immediately but does not delete any existing content. Re-enabling it restores access to all previous content. See Group Settings.

How do I change the group's appearance (name, logo, colors)?

Go to Group Settings → Look & Feel to change the group name, description, logo, banner image, theme color, and background. Which theme options are available may vary by plan. See Group Settings → Look & Feel.

How do I archive or delete a group?

Go to Group Settings → Lifecycle. You can set the group to Dormant (paused, no new activity), Archived (read-only for all members), or submit a Deletion Request. Deletion has a 7-day grace period during which you can cancel it. Only the group owner can delete a group. See Lifecycle.

What are Member Groups?

Member Groups are organizational labels — they let you group members into named sub-groups (like teams or committees) for filtering and display. They don't affect permissions. Static groups are manually curated; Smart Groups update automatically based on profile rules. Tap any group card to open the full roster page, where you can view all members, fill in custom fields (e.g. Jersey #, Position), export a PDF, print the roster, add members, or start a group chat. See Member Groups.

Can I add custom data columns to a Member Group roster?

Yes. Open the Member Group roster page and tap Fields. You can define text, number, or dropdown fields that appear as columns in the roster table. Each member's values are stored independently per group, so the same person can have different values in different groups (e.g. different jersey numbers for different teams). See Custom fields for Member Groups.

How do I get notified when someone books an appointment?

Open the Bookings page and tap the notification bell icon to reach Booking Notification Settings. Toggle email and push notifications independently for new bookings, cancellations, and reschedules. Cancellation notifications include the reason the member provided. See Booking Notification Settings.

Can I add a cancellation policy to a booking type?

Yes. When creating or editing a booking type, scroll to the Cancellation Policy section. Choose a preset (Flexible, 24-Hour Notice, 48-Hour Notice, No Refunds) or write a custom policy. The policy is shown to bookers on the booking form before they confirm, and is included in the confirmation email. See Cancellation Policy.

Can I require members to fill in a profile before participating?

Yes. In Group Settings → Member Profiles, you can mark specific profile fields as required and configure a profile completion prompt. Members with incomplete profiles see a prompt to fill in the required fields. Admins can see which members have incomplete profiles.

Can I set up custom member profile fields?

Yes. In Group Settings → Member Profiles, you can add custom fields (text, number, date, dropdown, and more) to capture group-specific information like jersey numbers, dietary requirements, or job titles. Custom fields can be marked as required, admin-only, or member-visible.

How do I transfer group ownership to someone else?

Go to Group Settings → Lifecycle and look for the Transfer Ownership option. You must promote the new owner to Admin first before you can transfer ownership to them. After transfer, your role becomes Admin and the new owner has full control. Only the current owner can initiate a transfer.

How do I enable join requests for my group?

Go to Group Settings → General and turn on Allow join requests. Once enabled, non-members who visit your group's page will see a Request to Join button. You can also turn on Require admin approval to review each request before the person is added. See Group Settings → Join Requests.

How do I approve or reject a join request?

Go to the Members page. Pending requests appear in the Join Requests section at the top. Tap Approve to add the person as a member immediately, or Reject to decline. When rejecting, you can optionally include a reason — it will be included in the notification sent to the requester. See Managing Members → Join Requests.

What's the difference between enabling join requests with and without admin approval?

With Require admin approval on: every request goes into a pending queue. An admin must review and approve each person before they can join. With Require admin approval off: anyone who submits a request is added to the group automatically — no review needed. Use approval-required for tighter access control; use auto-approve when you want an open-door policy without manual effort.

Can I turn off join requests without losing existing members?

Yes. Toggling join requests off only affects future requests — it prevents new people from submitting a request. Existing members are not affected. Any requests that are still pending when you turn it off remain in the queue and still need to be actioned.

Do admins get notified when a new join request comes in?

Yes. When a member submits a join request, all group admins receive a push notification. Pending requests appear in the Join Requests section at the top of the Members page. Admins also receive an email confirmation when they approve or reject a request, and the requester receives both a push notification and email with the outcome.

What are Q&A subject modes and which should I use?

Every Q&A subject has a mode that sets its purpose, labels, and rules. There are four modes: Help Desk (members ask, designated responders answer — good for support and FAQs), Notice Board (admins post notices, members comment — like a bulletin board), Feedback (admins post prompts, any member responds — good for surveys and check-ins), and Community Q&A (open forum — any member asks and any member answers, with upvoting). You set the mode when creating a subject and can change it later — changing mode relabels existing entries but does not alter the content. See Q&A → Subject Modes for a full comparison.

How do I require members to accept group rules before joining?

Go to Group Settings → Edit Settings and scroll to the Terms & Agreement section. Write your rules in the Group Rules text area (or, where available on your plan, tap Use a Template to pick from 15+ ready-made templates), then toggle on Require members to accept terms. The toggle is disabled until rules text is saved. Depending on your plan you can also upload a PDF — when a PDF is present, members see the document instead of the text rules. See Group Settings → Terms & Agreement.

What happens when I update the group rules after members have already accepted?

Every time you save changes to the group rules or replace the PDF, the terms version advances automatically. All members — including those who accepted previously — are prompted to read and accept the updated terms on their next visit to the group. The prompt is non-dismissable: they must tap I Agree or leave the group.

Can I see which members have accepted the terms?

Yes. Every acceptance is recorded with the member's name, the version they accepted, and a timestamp. Admins can review this audit trail to confirm who has accepted the current version and who has not yet done so.

What is the location policy and why can't I change it?

Every group has a location policy that determines whether members can share their location. There are three options: No Location (location features fully disabled), Check-in Only (manual event check-ins, no live tracking), and Live Tracking (real-time GPS sharing — availability may vary by plan). The policy is set when the group is created and cannot be changed afterward. This is intentional: members need to know the privacy rules won't change after they join. You can view the current policy in Group Settings → Location.

Can I change a group's location policy after it's been created?

No. The location policy is permanent — it is locked at the database level and cannot be changed by any admin action. If you need a group with a different policy, you'll need to create a new group and re-invite your members. This restriction exists to provide reliable, trustworthy privacy guarantees to members.

How do I set up a content filter for my group?

Go to Group Settings → Content Filter and toggle Enable Content Filter on. Choose a filter preset (Moderate or Strict), an enforcement mode (Replace, Block, or Send to Queue), and optionally add custom words. Changes take effect immediately on new submissions. See Content Filter for the full walkthrough.

What happens when a member's message is flagged by the content filter?

It depends on the enforcement mode. With Block, the submission is rejected and the member sees an error message — they must edit their content before resubmitting. With Send to Queue, the content is held: it shows as Under review to the author and is hidden from all other members until a moderator approves or deletes it. All admins and moderators receive a push notification when new content is flagged.

Can I add words that are specific to my group to the content filter?

Yes. In Group Settings → Content Filter, scroll to Additional Words and add any words you want filtered on top of the built-in preset. You can also exclude specific preset words that are acceptable in your community by removing them from the active filter list.

Who can review and action content in the Moderation Queue?

Admins, co-admins, and members with a custom moderator role (availability may vary by plan) can access the Moderation Queue. Reach it from the Moderate tab on the Admin Dashboard. Each item can be Approved (published to all members) or Deleted (permanently removed). Moderators are push-notified when new items arrive.

What happens when I delete content as an admin?

Admin deletions use a soft-delete flow. When you delete an announcement, post, event, poll, list, photo, Q&A item, or chat, a confirmation modal appears where you can enter a reason and optionally notify the content's creator. The item is moved to the Deleted Items bin (in Group Settings → History) rather than immediately erased. It remains there for 90 days — during which any admin can restore it to its original location. After 90 days it is permanently purged automatically. You can also permanently delete an item immediately from the Deleted Items view. See Activity & Audit Logs.

Can I export a record of all content deletions for a GDPR data request?

Where available on your plan, go to Group Settings → History → Content Audit Log. This log records every soft-delete, restore, permanent delete, and auto-purge action — including who performed it, when, and the reason given. Filter by action type or content type, then tap Export CSV to download the full log.