Add Group Users: Additional Group Users > Group Read Write

Office staff, and anyone else who needs access to your parent group's records, get it from a role on the Additional group users card. For a Grand Secretary or Grand Recorder's office staff, the role is Group Read Write.

This replaces adding a database admin office on the Officers screen. Don't add an office to give someone access. Elected and appointed officers get their access from their own office, if your parent group set the office up with a role.

Instructions

You need Group Admin to change the Additional group users card.

1. From the main menu, click Group, then Officers, then Officers again. In Masonic organizations the first menu may be called Grand Lodge/Group.
2. On the Additional group users card at the right, click the green plus icon. The Add Group User window opens.
3. In the search box, type at least 3 letters of the person's name, or the member number. The search finds Contacts as well as members. Pick an active person: an inactive person can be saved, but the role never starts.
4. In Role, pick Group Read Write. For read-only access, pick your organization's read-only group role instead, for example Group Read Only. If the role you need isn't in the list, contact support.
5. In Notes, type the date and why, for example "01/01/2026 office staff".
6. Click Save.

The role starts the next time the person logs in. If the person has no account yet, open their record, find the User Account card, and click Invite member to create account. See Invite a Member to Create an Account or Reset a Password.

Pictures of each step, the region and district cards, and who can change each card are in Add Additional Group, Region, and District Users in groupable|m2.

When the Person Is Not a Member

For office staff who aren't members, add a Contact instead. Give the Contact a role on the Additional group users card, then invite them to create an account. A login made under Admin > Admin Users has no email address, so it gets no copy of the emails it sends, and the person can't reset its password on their own. The steps, and how to move an existing Admin Users login to a Contact, are in Add Additional Group, Region, and District Users in groupable|m2, under "Add office staff who aren't members."

Use an Administrative-User Account from Admin > Admin Users on the Navigation Menu only in these two cases:

1. add an account with backing "Admin" access (for special permissions), or
2. add an account for an organization rather than a person.

Instructions:

1. Search for an existing User Account for this person or organization.

2. Add a new User Account as needed:

Fill in the required fields:

1. name/organization
2. Username
3. Password (TEMPORARY!)
4. Password Confirmation (enter the TEMPORARY password a second time, remember that it is case sensitive!)
5. Click the Create Site user button

After creating the Site user, you'll be brought to the User Account screen, where you'll need to add the specific permissions for this Site User:

Review the Site User Account and Permissions.

Provide the username and *temporary* password to the individual.

Instruct them to log in and then immediately change their password to a secure password.