Manage organization roster

Owned by lisa.lin
Jun 21, 2021

Target audience: Anyone that has administrative access to an organization page on myInvolvement.

Overview: How to manage/use the roster feature located in the each group's organization page on myInvolvement.


Roster 

An organization roster includes all public, active users that have joined an organization on Involvement.  

Roster management allows staff and student leaders to:

  • Invite potential members
  • Approve or deny prospective members
  • Update your organization’s Primary Contact
  • Assign or modify member/officer positions
  • Remove members
  • Message members

There are two ways for a user to join an organization:

  1. Users are invited into specific positions (Pending Members) – No approval needed
  2. Users request to join an organization (Prospective Members) – Approval needed


To invite pending members

  1. Go to your organization page and select  found at the top-right corner of the page.
  2. Select  with your organization name, found at the top left corner of the page.
  3. Select 
  4. Select  found at the top-right corner.
  5. Enter the McGill email address of any user(s) you would like to invite to your organization.

  6. Select  to accumulate a list of email addresses.

To review or resend invitations

  1. Select  to view lists of members.
  2. Select  under , to view all users who were sent an invitation and have not yet responded.
  3. Check the user(s) and select  to send another invitation to join the organization.
  4. Check the user(s) and select  to remove the user from the list and revoke their invitation. 

To manage prospective members (users who clicked ‘Join Organization’)

  1. Select 
  2. Select  to view all users who have requested to join the organization.
  3. Optional: Send messages to prospective members by selecting the user(s) and 
  4. Select  or   to determine each member’s membership status or non-status. 

To update the primary contact

  1. Select  to view the current primary contact.
  2. Select the edit button () next to circle with the primary contact initials to select a new member for the position.
  3. Select  next to one of the listed members to add them as the new primary contact.

 To assign or remove member/officer positions

  1. Select  and select  to view the current members.
  2. Select the edit button () found at the right hand side of the page.
  3. Check the positions that you want to assign to the member then  

To remove members from an organization

  1. Select  to view a current list of members.
  2. Check the member(s) to be removed and select ; or you may remove all memberships by selecting 


To create or edit positions for your organization*

  1. Select  and select  found at the top-right corner, to view a list of organization positions.

  2. Select the name of a member/officer position belonging to your organization.

    You may see member/officer positions that do NOT correspond to your organization. Generally, positions belonging to your organization will contain an anagram/abbreviation of your organization name. If you are unsure of which positions apply to your organization, please contact us.

  3. Review the position type (Member, Officer, Staff Member), roster details, and position status.
  4. Set management access for the position.
    • No Access → Holders of this position cannot manage any aspect of the organization. (Possible example: Peer Tutor).
    • All Access → Holders of this position can manage all aspects of the organization. (Possible example: President)
    • Limited Access → Holders of this position can manage select aspects of the organization. (Possible example: VP Events)
  • Select  to update the position.

*Please note: positions that appear on the Co-Curricular Record are created and modified by Student Services Assessment staff. Please contact us to recognize eligible positions on the CCR or modify your current active positions. We can help you maximize your myInvolvement experience by tailoring your member/officer positions to match your organization’s needs.


To send messages to members (via email)

  1. Select  and select  found at the top-right corner, to send emails or text messages.
  2. Under the  tab, select  to create a custom list of email recipients.
  3. Select message recipients by adding specific positions and/or members.
    • Positions → Select  to add specific positions to the recipient list.
    • Members → Select  to add specific members to the recipient list.

  4. Enter a title for the email message.

    The title you enter is for administrative purposes only. The email subject can be determined when the email is composed.

  5. View and verify the number of recipients who match the selected criteria. 

  6. Select  to create a single email address containing all selected positions and members. 

    A relay address is a single email address that contains all the McGill email addresses of the selected recipients from your organization. This email address can then be used to send a message from any email. A relay can only be used once and within 24 hours of creation.

  7. Copy the temporary relay address that is generated on the relay details page. 

  8. Log into the email that you want to use to send the message.

    Any replies to your message will be sent to the email address you used to send the message.

  9. Compose a new email, paste the relay address as the recipient (“To: ”), and send when ready.

To access an active (unused) relay

  1. Select  and select  to view a list of active and sent relays. 
  2. Select the relay details () of an active relay.
  3. Copy and paste the temporary relay address into a new email message.

Each member’s notification settings will impact how or if they receive your messages. To ensure that members receive organization message(s), please encourage members to review their notification settings.