Administrators have the ability to add new accounts by navigating to the Accounts section and selecting Add Account (in the main menu on the left).

 Here's how to effectively set up a new account:

Required Information:

• Name: Enter the full name of the individual or entity for the account.
• Email Address (Recommended): Including a valid email address is crucial as it enables the account holder to receive login credentials, notifications, and communications from mailing lists. An account without an email address will not receive these communications.

Assigning Roles and Permissions:

• Determine the appropriate level of access based on the user’s needs. For participants who actively engage with your site, such as singers, assign the Member role. This role provides general access to relevant content on the site.
• If the individual is involved mainly with receiving information, such as a mailing list contact, assigning a role may not be necessary. However, for organizational purposes, consider assigning them to a Subgroup or tagging them with a Label:
  • Subgroups are visible to the user, and help in categorizing accounts within visible structures.
  • Labels are private and can be used by leadership to categorize accounts discreetly.

Example:
An active singers in your chorus would likely have the Role: Member, and the Subgroup: Main Ensemble. A mailing list contact would have no role, but might have the Label: Donor, so they can be reached via a mailing list set to send to all donors.

Login Invitations and Account Activation:

• Note that only accounts with assigned roles will receive login invitations.
• If the site is currently in Setup Mode, accounts will not receive any emails, including login invitations. To activate email sending, switch the site out of Setup Mode. Once active, login invitations are sent automatically within three hours.

• Alternatively, login invites can be sent manually by navigating to Accounts > Manage Accounts, accessing the Engagement tab, and clicking Send Login Invite next to the account's name. For accounts that have already logged in, this option changes to Password Reset.

By following these steps, administrators can ensure that new accounts are added smoothly and configured appropriately for site interaction and communication.