Managing Members

Invite people, organize sub-groups, handle moderation, and keep your membership in good shape.

Inviting Members Admin

All invitation management lives on the dedicated Group Invitations page. To get there, tap Manage Invitations in the Admin Dashboard, or tap the person-plus icon (Add Members) in the Invitations page header.

Tapping Add Members opens a chooser with two options:

• Invite a Member — enter one email address, assign a role, and add an optional personal message. The invitee receives an email with a join link valid for 7 days.
• Bulk Invite Members — invite many people at once (see below).

Shareable Invite Links Admin

Instead of inviting people individually by email, you can create a shareable link that anyone can click to join the group directly — no email required from you upfront.

On the Group Invitations page, tap Create Invite Link. Configure:

• Link expires — 7 days, 30 days, or Never.
• Max uses — Unlimited, 10, 50, or a custom number.

Once generated, copy the link or open the QR Code tab to display and download a scannable QR image (saved as <group-name>-invite-QR.png).

Active invite links are listed in the Active Invite Links table on the Invitations page. You can copy, share (on mobile, uses the native share sheet), view the QR code, or Revoke any link. Revoking immediately invalidates it — anyone clicking an old link will see an error.

How joining via link works

When someone clicks or scans the link:

• If they are already signed in, they are added to the group immediately and redirected to the group dashboard.
• If they are not signed in, they see an option to Create Account or Sign In. After authenticating, they are added to the group automatically.
• If they are already a member, they are simply redirected to the group.

Bulk Invite Admin

To invite many people at once, tap Add Members and choose Bulk Invite Members. Two methods are available:

Paste email list

Paste email addresses into the text area, separated by commas, spaces, or line breaks. Valid addresses are shown as removable chips. Invalid ones are highlighted in red and will be skipped.

Upload a file

Upload a .txt or .csv file (max 1 MB) containing one email address per line (or comma-separated). Grūps App parses the file and shows the extracted addresses as chips.

After entering addresses:

1. Choose the role for all invitees — Member only.
2. Optionally write a welcome message to include in all invitation emails.
3. Review the summary ("Ready to send N invitations") and tap Send Invitations.

Pending Invitations Admin

The Group Invitations page lists all sent email invitations with their status. Use the filter bar to view All, Pending, Expired, or Accepted invitations.

For each invitation you can:

• Resend — sends the invitation email again. Useful if the original was missed or went to spam.
• Revoke — cancels the invitation before it is accepted.
• Delete — removes the record entirely.

Select multiple invitations with checkboxes and use the bulk Resend or Delete actions to manage them in one go.

Join Requests Admin

When your group has Join Requests enabled and Require Admin Approval turned on, incoming requests appear in the Join Requests section at the top of the Members page, above Pending Invitations.

What members see

When a non-member visits a group URL they're not part of, they land on a dedicated page with three options:

• Request to Join — submits a join request (only shown when join requests are enabled for the group)
• About This Group — opens the group's public About page
• My Groups — returns to the member's groups list

When submitting a request, the member can include an optional message to introduce themselves. Once submitted, the button is replaced with a "Your join request is pending review" notice — they cannot submit a second request while one is pending.

If the group has Require admin approval turned off, the member is added to the group immediately on request with no wait. If approval is required, they receive a push notification and email when an admin acts on their request.

Each request in the admin queue shows:

• The requester's name and avatar
• The date and time of the request
• An optional message the requester wrote when applying

Approving a request

Tap Approve on the request row. The person is added to the group as a member immediately and receives a push notification and email confirming their request was approved.

Rejecting a request

Tap Reject on the request row. A dialog opens where you can optionally write a rejection reason. This reason is included in the push notification and email sent to the requester. Tap Reject Request to confirm.

Terms Acceptance

When a group has Require members to accept terms enabled, every new member must read and agree to the group's rules before they can join — whether they're submitting a join request or accepting an email invitation.

What members see

A Group Terms & Agreement modal appears before the join or accept step completes. The modal is non-dismissable — the member must either tap I Agree to proceed or tap Leave Group to decline and exit the flow. The modal displays either scrollable rules text or an embedded PDF viewer (with a download link), depending on how the admin has configured the terms.

Re-acceptance when rules change

If the admin updates the group rules or replaces the PDF, the terms version advances automatically. All members — including those who previously accepted — are shown the modal again on their next visit to the group. The modal appears immediately on entry and cannot be dismissed without accepting or leaving.

Acceptance audit trail

Every time a member accepts, the acceptance is recorded along with which version of the terms they agreed to. Admins can review this log to see who has and hasn't accepted the current version.

Moderation Admin

Admins can take moderation action on any non-admin member. On mobile, tap the … button on a member card. On desktop, open the member's profile and tap the Admin Actions button (shield icon).

Three moderation actions are available:

Issuing a Warning

A warning is a formal notice to a member about their behavior. It is recorded on their account but does not remove any access.

When issuing a warning, fill in:

• Warning Type — Inappropriate Content, Harassment, Spam, Rule Violation, or Other
• Severity — Minor, Moderate, or Severe
• Description (required) — explain the reason for the warning
• Expires After (optional) — Never, 30 days, 90 days, or 1 year

Suspending a Member

Suspension temporarily removes the member's access to the group. They cannot log in or interact with the group during the suspension period. When the period ends, access is automatically restored.

When suspending, fill in:

• Duration (required) — 1 day, 3 days, 7 days, 2 weeks, or 30 days
• Reason (required) — explain why the member is being suspended
• Allow appeal — checked by default. If checked, the member can contest the suspension.

Expelling a Member

Expulsion permanently removes the member from the group. They lose access immediately and are notified by email.

When expelling, fill in:

• Reason (required) — explain why the member is being expelled
• Allow member to rejoin in the future — if checked, choose a cooldown period (30 days, 90 days, 6 months, or 1 year)
• Allow member to appeal — checked by default
• Confirmation — type EXPEL in the confirmation field to enable the expel button

Member Groups Admin

Member Groups let you organize members into named sub-groups — for example, teams, committees, year groups, or age brackets. Member groups are labels only: they don't affect permissions or access, but they appear as colored badges in the Members table and can be used as a filter.

Open Members → Member Groups (people icon in the Members page header) to manage groups.

Creating a Member Group

Tap + to open the Create Member Group form. There are two types:

Static group

You manually choose which members are in the group. Fill in a name, optional description, color, and an optional Kind label (e.g. "Team", "Committee", "Year Group") to categorize the group. Then check the members to include. Static groups are best for fixed teams or committees.

Smart group

Members are included automatically based on filter rules you define. Smart groups update in real time — as members' profiles change, their membership in the smart group changes too. See Smart Groups below.

Editing or deleting a Member Group

Tap the pencil icon on any group card to edit the name, color, or membership. Tap the trash icon to delete it. Deleting a member group removes the label — it does not remove members from the group.

Member Group detail page (roster view)

Tap any Member Group card to open the full roster page for that group. The roster shows all members in a table with their name, role, and any custom fields defined for the group.

From the roster page, admins can:

• Add Members — open the Add Members modal to select additional group members
• Start Chat — create a group chat with all members of this group and navigate directly to it
• Edit custom fields — open the Fields editor to define group-specific data columns (see below)
• Print roster — open a clean print layout (no app chrome) optimized for landscape printing
• Download PDF — export the full roster as a PDF file

Custom fields for Member Groups

Each static Member Group can have its own set of custom data columns — called fields — that store per-member information specific to that group. For example, a sports team might use "Jersey Number" and "Position"; a committee might use "Title" and "Subcommittee".

Tap Fields (or the fields editor icon) on the roster page to open the field schema editor. Add or edit fields:

• Label — the column heading shown in the roster table (e.g. "Jersey #")
• Type — Text, Number, or Dropdown (for a fixed list of options)
• For Dropdown fields, enter the available options (one per line)

Tap Save Fields to apply the schema. New columns appear in the roster table immediately.

Filling in member data

Once fields are defined, each cell in the roster table is editable. Tap any cell, type a value, and click away (or press Enter) to save. Values are stored per-member per-group — the same member can have different values in different groups.

Smart Groups

Smart groups automatically include members who match a set of filter conditions. Unlike static groups, you don't choose members individually — the group updates itself as profiles change.

When creating a Smart group, use the filter builder to define your rules:

• Choose a field to filter on — role, minor status, admin status, or any profile field (standard or custom)
• Choose an operator — equals, not equals, contains, not contains, is empty, not empty
• Enter a value to match against
• Add more conditions as needed
• Set the combinator — All conditions (AND) or Any condition (OR)

Tap Run Filter to preview which members currently match. The count and member names are shown before you save.

Per-Group Notification Settings

Every member can customize how they receive notifications from a specific group. These settings apply only to the current group and override global preferences.

Access these from the group menu → My Group Settings. Settings are organized by feature: