Add Additional Group, Region, and District Users in groupable|m2

Use an additional user to give someone a role at your parent group, a region, or a district without giving them an office. This works for a staff member, a committee member, or an incoming officer who needs access before they take office.

Navigation

Each level has its own card on its own Officers screen.

The Regions and Districts menu items show only when you are working in a group-level role, and only if your organization uses regions or districts. Region and district officers reach their own page from Home.

Your organization may use different words for regions and districts. For example, some call them Areas or Sections. The menu uses your organization's words, but the card and window titles always say region and district. In Wisconsin, for example, Group > Districts opens regions and Group > Areas opens districts.

Access

Anyone who can open these screens can see the cards. Only some people can change them.

The Group Read Write role can change the region and district cards, but not the group card.

If you don't see the green plus icon on a card, your role can't change that card.

A region or district officer working in their region or district role can see their own card, but can't change it. Changes to these cards come from the parent group.

Which roles include Group Admin is set by each organization. In a new organization, only the role named Group Admin has it. Anyone who sees the Admin menu has Group Admin. To check a role, someone with Group Admin clicks Admin, then User Role Definitions, opens the role, and looks at the Group admin box under Admin.

Types of Additional Users and Their Permissions

The Role list on each card shows your organization's roles for that level, in alphabetical order:

• Additional group users offers group-level roles.
• Additional region users offers region-level roles.
• Additional district users offers district-level roles.

A role shows up only if it is turned on as Assignable as Subordinate Role and is not marked Deprecated. Each choice shows the role name and its level in your organization's words, for example "Role Name (Level: Grand Lodge/Group)".

Your organization's roles are set up for your organization, so the names and permissions differ from one organization to the next. Some roles include M2 access. Some include Connect webmaster permission. Some allow the member to have an account. If you need a role that isn't in the list, contact support.

For a Grand Secretary or Grand Recorder's office staff, use the Group Read Write role. Use the Read Write Database Admin office no longer. It was retired on 2026-09-28.

Instructions

1. Go to the Officers screen for the level you want (see Navigation).
2. Find the Additional group users, Additional region users, or Additional district users card on the right.
3. Click the green plus icon in the card's header (hovering over it shows Add Subordinate Role). The Add Group User window opens. (At a region or district, it is Add Region User or Add District User.)
4. In the member search box (it says Search By Member Name Or Number), type at least 3 letters of the person's name, or the member number. Up to 10 matches show, grouped under Active and Inactive. Pick an active person: an inactive person can be saved, but the role never starts.
5. Choose a role from the Role list.
6. Type a note in Notes if it will help the next person understand why this person has access. Start with the date, for example "10/20/2026 credentials chair" or "01/01/2026 office staff". This is optional.
7. Click Save.

The person now shows in the card, with the role in the Role column and their name in the User column. Your note shows under their name.

Change or remove an additional user

1. Find the person's row in the card.
2. To change the role or note, click the pencil icon, make the change, and click Save.
3. To remove the person, click the delete icon. Click OK when asked "Are you sure you want to delete this?"

Add office staff who aren't members

Office staff who aren't members still need a record in groupable|m2 before you can add them here. Add them as a Contact first. Then add their role on the Additional group users card.

Why a Contact instead of an Admin > Admin Users login? A login made under Admin > Admin Users has a name and nothing else: no email address, no phone number. A Contact has a full record. That makes three differences:

• They get a copy of what they send. When someone sends an email from the Send Bulk Email screen (reached from Mailing > Labels / Emails, the Mail Room, after building the audience) or from Email Members, groupable|m2 adds the sender to the list and sends them a copy. The copy goes to the email address on the sender's own record, not to the Sender Email typed on the screen. Only the sender gets a copy. Other people on the Additional group users card and your admins don't get one. An Admin Users login has no email address, so no copy arrives.
• They can reset their own password. Password reset messages go to the email address or phone number on the person's record. An Admin Users login has neither, so the person can't reset it on their own.
• They get Inbox notices. If the role includes Inbox, new-ticket emails go only to users whose record has an email address.

Their access also follows the rules in this article. It stops when their status is no longer active or when you remove them from the card. Your note on the card tells the next person who they are and why they have access.

Step 1: Add the Contact

1. Search first, so you don't make a duplicate. From the main menu, click Members/Contacts, then Search.

2. If they aren't there, go to your Overview / Members screen and click the Add a New Member/Person shortcut, or from the main menu click Members/Contacts, then Add. The Add Contact screen opens.

   

3. Fill in First Name and Last Name. Last Name is required.

4. Under Organizational Information, choose your Grand Lodge office local. The screen requires a Local, and staff Contacts belong in the office local. Group read/write users type the local's name; other users pick from a list labeled Local (optional), which is still required.

5. Under Contact Info, fill in Address 1, City, Country, and Zip / Postal Code. These are required. State is also required when the country has states, such as the United States.

6. Phone and Cell are both marked required. Fill in at least one.

7. Fill in Email. The screen doesn't require it, but without it the person gets no copies of their emails, no Inbox notices, and no email invitation or password reset.

8. Click Add. The new Contact's record opens. groupable|m2 gives a new Contact your organization's standard active status, so they can hold a role.

If a record with the same first and last name already exists, Add Contact refuses the new one unless the Birth Date is different. That is one more reason to search first.

For more on this screen, see Add Contact.

Step 2: Give them a role

Follow the Instructions above. In the search box, type the staff person's name. The search finds Contacts as well as members. Pick the role your organization uses for office staff, for example Group Read Write for the Grand Secretary or Grand Recorder's office. In Notes, write the date and why, for example "01/01/2026 office staff".

Step 3: Invite them to log in

Open the Contact's 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.

The invite link shows only if the role has Allows Site Account turned on (or the membership type allows Connect access) and the record has an email address or phone number. Otherwise the card shows None, or a message that the record has no contact information.

Move an existing Admin Users login to the person's record

If a staff person already works from an Admin > Admin Users login, you can merge that login into the person's own account. The merge moves the old login's sent emails, notes, and roles to that account. You need Group Admin.

The merge works only when the Contact or member record already has a user account. Staff Contacts usually don't have one yet. To move a staff person whose record has no account, do one of these:

• Have the person create a new user account (Steps 1 to 3 above), then merge the old login into it.
• Or email support@groupable.com with a list of the people whose Admin Users logins need to move to their Contact or member record.

To merge:

1. Open the person's Contact or member record. The User Account card shows a Username when the record has an account.
2. Click the menu icon at the upper left, then Admin, then Admin Users. The Site Users screen opens.
3. Find the old login's row and click the merge icon (two arrows joining into one). The Merge Site Users screen opens.
4. In the list, pick the person's new account. A person's account shows their name, member number, and local, separated by "--". An Admin Users login shows its name followed by "-- Administrative". The list includes the old login too, so don't pick that one.
5. Click Merge Site Users. There is no "Are you sure?" question and no undo.

The new account's Site User page opens. What happened:

• Emails, notes, and saved searches move. Emails sent from the old login now show under the new account's View Sent Emails. Notes written from the old login now show as written by the new account.
• Roles move to the person's record. Each role on the old login is added to the right Additional group users, region, district, or local users card for the person, unless the person already has it. A role that can't be given on those cards is dropped. Check the person's card afterward and remove any role they shouldn't keep, such as Group Admin.
• The old login is deleted. The person logs in with the new account from now on.

Notes

• The member needs an active status. A group, region, or district additional user's role works only while the member's status is active. That is all they need. (A local additional user also needs an active membership in that local, if they belong to it, and the local must be active.)
• When the role starts. Groupable gives the member the role the next time it refreshes their roles. That happens when the member logs in. It also happens when someone else opens the member's full record, or when someone with Group Admin uses Become User on them. Opening your own record doesn't refresh your own roles.
• When the role ends. If you remove the user, or their status stops being active, the role goes away at the next refresh. The member keeps their account.
• You don't need to add elected officers. Officers recorded on the Officers screen get their office's role, if your parent group set the office up with one.
• The member needs an account to log in. If they don't have one, open their member 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.
• More about who can log in: Give a Member Access to M2 and Connect.