12.4 Member Management: Invites, Approvals, Roles (Agents, Clients)

Control who can join your community groups and manage their access levels. Member management typically happens within the Group → People tab (or similar).

Inviting Members:

  • Navigate to the People tab within your group.
  • Click the Invite Member button. You usually have two options:
    • Invite via Email: Enter the Name and Email Address of the person you want to invite. Optionally, check a box like "Make Admin upon joining" if you want them to have admin privileges immediately. Click Invite. The system sends an email containing a unique, time-limited link for them to join the group (they may need to create a Client Portal login first if they don't have one). Good for inviting specific individuals like new agents or specific clients.
    • Generate Invitation Link: Click to get a unique, shareable URL. Copy this link and paste it anywhere (e.g., in a welcome email sequence for new clients, on a private page on your website, in another internal communication channel) for people to click and request access to the group themselves. This is useful for inviting larger batches or allowing people to self-request access (subject to approval for private groups).

Approving Join Requests (for Private Groups):

If your group is set to Private access, people clicking an invitation link or finding the group in the directory will need to request access, which requires approval.

  1. Go to the People tab within the group.
  2. Select the Requested filter (or look for a "Pending Requests" section).
  3. You'll see a list of users waiting for approval.
  4. (If Using Approval Questions - see below): Click the ... menu next to a request and select Membership Answers (or similar) to view their responses to your pre-set questions.
  5. For each request, click Approve to grant them access to the group or Decline to deny access. Approved members typically receive a notification.

Setting Up Member Approval Questions (for Private Groups):

Help vet join requests by asking specific questions.

  1. Go to Group → Settings (gear icon) → Member Questions tab.
  2. Enable the feature using the toggle.
  3. Click + Add Question (usually a limit, e.g., max 3 questions).
  4. Enter the Question Text (e.g., "What is your primary goal in joining this group?", "Are you currently an active client of [Your Agency Name]?", "Please confirm you agree to the group rules (link)").
  5. Choose the Answer Type (Text Box for free-form answers, Single Select for radio buttons, Multi Select for checkboxes). Add answer Options if using single/multi select.
  6. Save the questions. These questions will now be presented to users when they request to join the private group.

Assigning Roles (Admin/Moderator):

Grant specific management privileges to trusted members.

  1. Go to the People tab within the group. Make sure you are viewing the Members filter (not Requested).
  2. Find the user you want to promote in the member list.
  3. Click the ... menu next to their name.
  4. Select Change Role.
  5. Choose Admin (for broad management capabilities) or Moderator (for content management focus). Member is the standard default.
  6. Click Save. (Note: The Owner role cannot typically be assigned here; it can only be transferred by the current Owner).

Banning Members:

Permanently remove a problematic user and prevent them from rejoining the group.

  1. Go to the People tab → Members filter.
  2. Find the user you need to ban.
  3. Click the ... menu next to their name.
  4. Select Ban from group.
  5. Confirm the action. The user is removed and blocked.