Managing Rosters on the Involvement Network

This guide provides step-by-step instructions on how to manage rosters on the Involvement Network. It explains how to add people to your roster, approve memberships, end memberships, assign member positions, and update the primary contact.

ELS
19 steps
3 minutes

Uga

Navigate to the Involvement Network at <https://uga.campuslabs.com/engage/>. Log in using your UGA MyID and password.

Open the main menu on the left hand side of the screen by clicking the icon in the upper left hand corner.

Find the organization that you would like to submit an event on behalf of, located under the "My Organizations" section of the menu. Click on the gear icon to open your organization's toolbox.

From the toolbox, select "Roster."

If you are unable to find the organization, or if you do not have access to the appropriate tools in the toolbox, please contact your organization's primary contact. They will need to give you permission to access these tools within the organization's roster. They can use the "Roster Management" guide found on our website for further support with this step.

Adding People to Your Roster

To add new individuals to your roster, click the blue "Invite People" button at the top of the page.

Type the individual's email address and click the "Add E-Mail Addresses" button.

To ensure the member will receive the invitation, you can confirm their email in the UGA Directory<https://peoplesearch.uga.edu/> or have them confirm their listed “Campus Email Address” within their Involvement Network account. Roster invitations can only be sent to the MyID format of an individual's UGA email address (ex. abc12345@uga.edu).

Select the type of invitation (i.e. Member, Staff, etc.) and hit the blue “Send Invitations” button.

Approving Memberships

After navigating to the organization’s roster, scroll down to the “Manage Roster” section. You will see lists for current, pending, and prospective members. "Pending" members are those who have been invited to join the organization but have not yet accepted that invitation. "Prospective" members are those who discovered your organization and have indicated they would like to join.

To notify a pending member of their invitation, check the box to the left of each individual and click “Resend Invitation.”

For prospective members, navigate to the “Prospective" tab and review the users who are awaiting membership approval. Click “Approve” or “Deny” to make a decision about that user's membership. You can also send any prospective member a message by selecting the checkbox to the left of their name and selecting “Send Message.”

Ending Memberships

After navigating to the organization’s roster, scroll down to the “Manage Roster” section of the page. Locate the member(s) you would like to remove and check the box on the far left of the members' names.

Click “End Membership” at the top of the user list.

A confirmation box will appear to let you know that ending this user's membership will also remove all of their positions and permissions. Click "End Membership" to confirm the deletion.

Assigning Member Positions

After navigating to the organization’s roster, find the member you want to assign a position to. Select the pencil icon beside the member you would like to assign a position to.

A list of all available Positions will populate. Click the check box next to the position you would like to add or remove from that user, and then select Save. The user's permissions within the organization will be updated based on the Positions they hold.

Creating/Updating Organization-Specific Positions

After navigating to the organization’s roster, select “Manage Positions” at the top of the page to add and/or edit positions and their access to the organization’s Involvement Network page.

You can create a position or edit position permissions by selecting the title of the position. Member and Primary Contact cannot be changed.

Users who fill Positions with "No access" will not be able to manage any tools within the organization. "All access" allows Position holders to manage every tool within the organization's site - these are the users who will have the most power within your organization. Limited access allows you to select the level of access the Position should have for each tool within the organization site. When you are finished determining the level of access for the position, click “Create.”

Once the position has been created, it may take a few minutes before it can be assigned to a member. If you do not see the position immediately, give the system a few minutes while the position is being generated.

Updating the Primary Contact

After updating the new primary contact, you will lose the current level of access you have to the organization’s page.

To update the Primary Contact, ensure the member you would like to make the new Primary Contact is already on the organization’s roster using the search function. If the member does not appear on the roster, follow the instructions for Inviting Members.

After ensuring the member is a part of the organization’s roster, click on the pencil next to the Primary Contact.

Search and Select the member you would like to make the new Primary Contact. The selected member will become the Primary Contact and will have full access to manage the organization page moving forward.