Enroll Your Team

Watch the Video on Using the Enrollment Option

Enrollment

There are three ways to enroll users into your GroveSite...

• Manually enter user information
• Enroll by File Upload
• Enroll by Search

Manually enter user information

Login to your site, and then click the Administration button in the top Menu Bar. In the Membership & Security page, select Enrollment. The form Site Enrollment Step 1 of 3 will appear.

Site Enrollment Step 1 of 3: Enter names and assign role

This form contains instructions, existing user counts and an example of how to enter user information.

Names

You can enroll one person or many people at one time, using a comma-quote delimited list. The only required field is the email address. For example, type in:

joe@domain.com

Or you can enter email address, first name, last name, title, company, and phone – all separated by commas. Here’s an example of enrolling two people:

joe@domain.com, Joe, Wilder, President, “Domain, Inc.”, 520-443-2468
jeff.smith@abcco.com, Jeff, Smith, VP, ABC Company, 602-555-1212

IMPORTANT: Separate any items that contain a comma (such as the company "Domain, Inc” in the above example) by putting quotes around the item.

You can also enter partial information for a person by including a comma as a placeholder for the missing data. Here’s an example of a person with an unknown phone number:

tim.jones@abcco.com, Tim, Jones, VP, ABC Company,

and an example of a person with an unknown title:

kim.williams@abcco.com, Kim, Williams, , ABC Company, 602-555-1212

Site Role

You may select Participant, Moderator, or Site Administrator. Note that if you are entering a batch of people at one time, they must all have the same role. Typically, members of a group are assigned the role "Participant".

NOTE: After the users are enrolled you can modify the roles by selecting “Manage Enrolled Members" in the "Membership & Security" list.

Review your input, then click the Go to Step 2 button or click the Cancel button to cancel the process.

Site Enrollment Step 2 of 3: Review Enrollment List for Accuracy

A new form appears for the second step in the enrollment process, “Site Enrollment: Step 2 of 3.” This page allows you to review the enrollment list for accuracy and perform the following actions:

• Modify entries - Click the "Go back" button and edit entries as needed.
• Exclude from Enrollment - Uncheck the Enroll checkbox (if checkbox is enabled).
• Identify entries which conflict with existing enrollment information.

NOTE: Entries that conflict with existing enrollment information are disabled (checkbox unchecked and row grayed out). These entries will be excluded from enrollment. An explanation of the conflict can be found in the details column of each row.

After you have verified the enrollment list, click the Go to Step 3 button, or click the Cancel button to cancel the process.

Site Enrollment Step 3 of 3: Review Information for Email Invitations

This form contains information for the “welcome” email message and instructions that enrolled users will receive after enrolled.

Welcome Message

Enter a message that you would like all enrollees to receive in their welcoming email message. For example:

Welcome to our GroveSite team site, where we will share files, communicate task responsibilities and status, identify issues, and track key discussions.

NOTE: In the welcoming email message, GroveSite will insert information on Site URL, ID (username), and password.

Instructions

This field is optional, but it is a valuable opportunity to help new users of your website. For example:

Please click on the URL above to go to the Project ABC website. Once there, bookmark the URL in your favorites list.

No Invitation

Occasionally, you may decide you don't want GroveSite to send newly enrolled members a welcoming email message.

For example, if you have an SSL (advanced data encryption) site, you will not want to send important info via email. Instead, you may choose to assign enrollees a password (see 'Default password' below) and give them their ID, password, and instructions in a secure setting, such as a meeting or over the phone.

Or, perhaps you have just set up your site, and want to get people together to discuss the new site, show them a few features, etc. You may wish to enroll everyone, using the Default Password below, and NOT send email invites. You will give people this information in your meeting.

Default Password for new users

Normally, you would leave this field blank and GroveSite will randomly assign a password to each enrolled user.

In the occasional situation where you want to give all group members the same password, you may enter a default password here. Note that group members can change their password to one of their choosing once they login to the website.

Expiration date

Leave blank for no automatic expiration. If you enter a date (mm-dd-yyyy), this enrollment will automatically expire on that date and the user(s) will be unable to login to the site.

Copy Me

Check if you wish to receive a copy of the "Welcome" email message.

Save Settings

Step 3 of 3 pulls its data from the default "Site Enrollment Settings" (found in the "Membership & Security" list.) Check this box, if you have made any changes on this form and wish to save these changes as the default "Site Enrollment Settings" for this site.

After you have verified the Email Invitations, click the Enroll Now button or click the Cancel button to cancel the process or click the Go back button to return to step 2 of 3.

If you have clicked the 'Enroll Now' Button, the users will be enrolled, an email will be sent (if checked) and the Site Enrollment page will close.

NOTE: After the users are enrolled you can view/modify them by selecting Manage Enrolled Members" in the "Membership & Security" list.

Enrollment by File Upload

Login to your site, and then click the Administration button in the top Menu Bar. In the "Membership & Security" list, select 'Enrollment by File Upload.' The form "Site Enrollment Step 1 of 3" will appear.

Site Enrollment Step 1 of 3: Upload names and assign role

This form contains instructions, existing user counts and an example of how to upload user information.

Upload Text File

Select the "Click here for the Enrollment Template." Link and save the excel template to your workstation.

Enter the enrollment data, then "save as" a new file name in Excel format (.xls), Example: Newusers.xls.

Next, save the file as a tab delimited text file (.txt). This will be used in the file upload process.

To upload the text file, click the Browse button, select the tab delimited text file and click the open button.

Site Role

You may select Participant, Moderator, or Site Administrator. Note that if you are entering a batch of people at one time, they must all have the same role. Typically, members of a group are assigned the role "Participant".

NOTE: After the users are enrolled you can modify the roles by selecting "Manage Enrolled Members" in the "Membership & Security" list.

Review your input, then click the Go to Step 2 button or click the Cancel button to cancel the process.

Site Enrollment Step 2 of 3: Review Enrollment List for Accuracy

Note: This step is identical to the Enrollment (Manual Entry) Step 2 of 3.

Site Enrollment Step 3 of 3: Review Information for Email Invitations

Note: This step is identical to the Enrollment (Manual Entry) Step 3 of 3.

Enroll by Search

Search for users to enroll

Login to your site, and then click the 'Administration' button in the top Menu Bar. In the "Membership & Security" list, select 'Enroll by Search.' The form 'Site Enrollment Step 1 of 3' will appear.

Site Enrollment Step 1 of 3: Enter names and assign role

This form contains instructions, existing user counts and an example of how to enter user information.

Names

You can enroll one person or many people at one time, using a comma-quote delimited list. The only required field is the email address. For example, type in:

joe@domain.com

Or you can enter email address, first name, last name, title, company, and phone – all separated by commas. Here’s an example of enrolling two people:

joe@domain.com, Joe, Wilder, President, “Domain, Inc.”, 520-443-2468
jeff.smith@abcco.com, Jeff, Smith, VP, ABC Company, 602-555-1212

IMPORTANT: Separate any items that contain a comma (such as the company "Domain, Inc” in the above example) by putting quotes around the item.

You can also enter partial information for a person by including a comma as a placeholder for the missing data. Here’s an example of a person with an unknown phone number:

tim.jones@abcco.com, Tim, Jones, VP, ABC Company,

and an example of a person with an unknown title:

kim.williams@abcco.com, Kim, Williams, , ABC Company, 602-555-1212

Site Role

You may select Participant, Moderator, or Site Administrator. Note that if you are entering a batch of people at one time, they must all have the same role. Typically, members of a group are assigned the role "Participant".

NOTE: After the users are enrolled you can modify the roles by selecting “Manage Enrolled Members" in the "Membership & Security" list.

Review your input, then click the Go to Step 2 button or click the Cancel button to cancel the process.

Site Enrollment Step 2 of 3: Review Enrollment List for Accuracy

A new form appears for the second step in the enrollment process, “Site Enrollment: Step 2 of 3.” This page allows you to review the enrollment list for accuracy and perform the following actions:

• Modify entries - Click the "Go back" button and edit entries as needed.
• Exclude from Enrollment - Uncheck the Enroll checkbox (if checkbox is enabled).
• Identify entries which conflict with existing enrollment information.

NOTE: Entries that conflict with existing enrollment information are disabled (checkbox unchecked and row grayed out). These entries will be excluded from enrollment. An explanation of the conflict can be found in the details column of each row.

After you have verified the enrollment list, click the Go to Step 3 button, or click the Cancel button to cancel the process.

Site Enrollment Step 3 of 3: Review Information for Email Invitations

This form contains information for the “welcome” email message and instructions that enrolled users will receive after enrolled.

Welcome Message

Enter a message that you would like all enrollees to receive in their welcoming email message. For example:

Welcome to our GroveSite team site, where we will share files, communicate task responsibilities and status, identify issues, and track key discussions.

NOTE: In the welcoming email message, GroveSite will insert information on Site URL, ID (username), and password.

Instructions

This field is optional, but it is a valuable opportunity to help new users of your website. For example:

Please click on the URL above to go to the Project ABC website. Once there, bookmark the URL in your favorites list.

No Invitation

Occasionally, you may decide you don't want GroveSite to send newly enrolled members a welcoming email message.

For example, if you have an SSL (advanced data encryption) site, you will not want to send important info via email. Instead, you may choose to assign enrollees a password (see 'Default password' below) and give them their ID, password, and instructions in a secure setting, such as a meeting or over the phone.

Or, perhaps you have just set up your site, and want to get people together to discuss the new site, show them a few features, etc. You may wish to enroll everyone, using the Default Password below, and NOT send email invites. You will give people this information in your meeting.

Default Password for new users

Normally, you would leave this field blank and GroveSite will randomly assign a password to each enrolled user.

In the occasional situation where you want to give all group members the same password, you may enter a default password here. Note that group members can change their password to one of their choosing once they login to the website.

Expiration date

Leave blank for no automatic expiration. If you enter a date (mm-dd-yyyy), this enrollment will automatically expire on that date and the user(s) will be unable to login to the site.

Copy Me

Check if you wish to receive a copy of the "Welcome" email message.

Save Settings

Step 3 of 3 pulls its data from the default "Site Enrollment Settings" (found in the "Membership & Security" list.) Check this box, if you have made any changes on this form and wish to save these changes as the default "Site Enrollment Settings" for this site.

After you have verified the Email Invitations, click the Enroll Now button or click the Cancel button to cancel the process or click the Go back button to return to step 2 of 3.

If you have clicked the 'Enroll Now' Button, the users will be enrolled, an email will be sent (if checked) and the Site Enrollment page will close.

NOTE: After the users are enrolled you can view/modify them by selecting Manage Enrolled Members" in the "Membership & Security" list.