Last edited · 9 revisions   


Here are the steps to starting up a new group on

  1. Creating a new group 
    1. Currently, creation rights are limited to top-level administrators. If you would like to have a new group, write an email to We will create a group for you within 24 hours from your request. We will confirm when the group is created and are available to arrange a short online orientation session. In your email, please indicate:
      1. Group full/complete name
      2. Group short name - this be used as the first part of your group email address and appear within square brackets in the group email subject line. It will also form the last part of the group web address.
      3. Name and email address of the persons that should be added to the group as a moderator or as pilot users.

  2. Defining group settings
    1. Before inviting/adding users, we recommend you
      1. Complete the group description - this is useful to present the purpose of your group, what is expected by the members, who can join or request to join, etc.
      2. Define your groups settings, in particular
        1. Group privacy and visibility - who can view/access the group archive
        2. Membership - who can join or request membership in the group
        3. Moderation - none, all messages, only the first n messages from new users
        4. Additional features - all the following can be enabled or disabled:
          1. Calendar
          2. Chats
          3. Database
          4. Files
          5. Photos
          6. Polls
          7. Wiki
        5. Max size for attachments (attachments that are above the set limit will be substituted with a link).
      3. Add a group cover photo

  3. Adding/inviting members
    1. If you have already have received consent from users, we can add them for you to your group with their name and email address. Users will receive an automatic notification, alerting them that they have been added to the group. This can be done in bulk of several hundreds users at the same time.

    2. If you don't have consent from the users, we suggest you use the invite function to invite users to the group. Users will have to accept the invitation before they can start receiving and posting messages to the group.  

  4. Communicating to users
    Communications to your group members may vary, depending for example whether you are adding or inviting members into the group. Here below are the link to some message templates that you can use as a starting point for the communications to your users:
    1. Before the group launch - This communication (usually sent via ordinary mail with members email addresses in bcc) aims to inform users that they will be added or invited to the new group, and the automatic notifications they will receive as part of the process.

    2. Group kick-off message - This is used to inform the users that they are part of the group - how they can post to the group, who to contact for help and support, and how they can leave the group if they would like to do so.

    3. Automatic 'members' notices' - The system allows you to create messages that are posted automatically, according to some actions taken by users. An example of this is the welcome message that is send to new members when they join the group. You can disable such welcome message, modify the standard text or create a new one from scratch.