Groop FAQS

Our Groop FAQs have been developed to support our leaders with using our new online group management system. We’ve put together the most frequently asked safeguarding questions to make it easier for you to find the information most readily needed by our groups and districts.

See our list of 17 clickable questions OR you can scroll below to view all responses. 

If the question you wish to ask is not listed please email info@woodcraft.org.uk or click here for more technical support options.  


  1. How would I know what role I have within the system?
  2. I have an District Officeholder role, am I an admin?
  3. Can we send data requests (child reg information) to Guardians to complete on behalf of their dependants?
  4. Can I use Groop offline? 
  5. At what age can we put children in without a guardian? Do we want to do that?
  6. Do we have guidance on the details we need to set up the stripe account?
  7. In the people section would like to see a list of 20 records of current members as default but it always goes back to 10 people in order of date created. Can this be changed?
  8. How does it work when a parent has children in different groups or the child moves group. Isn’t the email address unavailable as it’s already used?
  9. If I create a district event, how do I invite group members?
  10. I'm on GroopChat and have just sent messages to each of our sub-groops, why can't I see the messages I've sent?
  11. Can you have more than one guardian per child?
  12. What should we do if we have a child moving from one group to another? 
  13. I notice that Stripe has a 1.4% +20p transaction fee. Who pays that? Payee or does it come off the fee? So if an activity is £10 does the parent pay £10.30 or does the group receive £9.70?
  14. Can you send out an email from your generic Woodcraft email to all parents rather than your personal email that's registered with your Groop login? 
  15. Folk Office asked us not to add too many adults initially - when can we add all the parents/members?
  16. I sent myself a test invoice via Groop and receive a notification email that there was an invoice to pay, why?
  17. How does invoicing work if we are using a donation model to take advantage of Gift Aid?

How would I know what role I have within the system?

When you log on to Groop, go to the people section of the Group or District you are part of and your role will be listed by your name. 

 

I have a District Officeholder role is this an admin role?

Depending on your role within Woodcraft Folk you will have different levels of access and admin rights. Full access privileges within the ‘people’ section are available to Group Contacts and District Contacts only. For more details see guidance www.woodcraft.org.uk/groop

To support Group & District contacts with admin they can appoint additional admins to support them with registration, setting up events and communications etc. Instructions on this can be found in the guidance.

 

Can we send data requests (child reg information) to Guardians to complete on behalf of their dependants?

Yes, Guardians are now able to respond to data requests for their depedants. Guidance on how this works is available here on the Groop website. https://knowledge.groop.com/how-do-i-submit-sections

 

Can you use Groop offline? 

No, Groop is an online platform. We reccomend if leaders need to access information they should produce registers, reports etc, which they can then dispose of after an event.

There is a mobile app, which is currently the mobile app is available on android phones and can only be used to read communications, book events and pay online as a participant. The app does not yet support admin tasks. We’ll forward your comments on to Groop development.

 

At what age can we put children in without a guardian? Do we want to do that?

Young people at the age of 13 can be added to the system using their own email address. They’ll have access to change and update their personal data. However we recommend they have a guardian on the system up until the age of 18 so their parents/carer can give consent for them to attend events, make online payments and amend contact info if necessary.

 

Do we have guidance on the details we need to set up the stripe account?

See page 11-12 of the guidance found at www.woodcraft.org.uk/groop/guidance 

 

In the people section would like to see a list of 20 records of current members as default but it always goes back to 10 people in order of date created. Can this be changed?

This has been reported to Groop and there are plans to select your own default columns in the people section. This will be launched soon as part of their development plans.

 

How does it work when a parent has children in different groups or the child moves group. Isn’t the email address unavailable as it’s already used?

The process:

  • If a parent has more than one child in Woodcraft Folk and they’re in different groups, the parent will need to be invited to join each group using the same email address.
  • The children should have a record in the groups they’re part of without an email address.
  • The parent should be a guardian for each child.
  • The parent will have a record in each group and can switch between children via the ‘my dependents’ section.

An email address can not be used twice within the same group, however it can be used within the entire system more than once. You can be a member of more than one group, using only one login.

 

If I create a district event, how do I invite group members?

Currently you can not set up a District level event and share with the members of your groups. However this is in development and Groop will continue to update us on this.

 

I'm on GroopChat and have just sent messages to each of our sub-groops, why can't I see the messages I've sent?

Messages sent within the current group (District level for example) will be displayed in the My GroopChat section. However if you’re posting messages to different subgroups you will not see this message as this will be displayed in the ‘My Groop Chat’ area of their groups as a bulletin for their members to view. The message is view only.

 

Can you have more than one guardian per child?

Yes, you can have more than one guardian per child.

 

What should we do if we have a child moving from one group to another? 

If a child is moving from one group to another, the new group will need to send them an invitiation request to join their group. This may include sending an invitation to their guardian as well. Unfortunately their personal information will need to be inputted again as Groop is not yet set up for groups to share data. The new group will also need to send the child/ parent a new group registration form to fill in (send data request). 

 

I notice that Stripe has a 1.4% +20p transaction fee. Who pays that? Payee or does it come off the fee? So if an activity is £10 does the parent pay £10.30 or does the group receive £9.70?

Yes, the 1.4% and 20p transaction cost is deducted from the fee. This is a similar cost for other online card payment systems. Groups can decide if they wish to build this cost into their event fees etc.

 

Can you send out an email from your generic Woodcraft email to all parents rather than your personal email that's registered with your Groop login? 

The email that is being sent will always be sent from your email that is against your account/record in the People database, you can change the reply to email so that any responses go to a generic woodcraft email by changing the 'reply to' email address.

N.b. Senders do not receive copies of their emails but can view all emails sent in the communication section.

 

Folk Office asked us not to add too many adults initially - when can we add all the parents/members?

Groop are developing the system to run membership for us. At this point we will import all adult volunteers over to the Groop system from our old database. We’ve no exact date for thi yet but will continue to update you all on this. However if you need adults and parents on the system to improve communications, help administer the group or act as guardians then please go ahead and add them.

 

sent myself a test invoice via Groop and receive a notification email that there was an invoice to pay, why?

The Software is designed to send out an email notification to users if a payment is requested, however if the payment is sent to yourself (and you're the one creating the payment) you will not receive a notification. If other users aren't getting a notification this could be due to them disabling the ability for email notifications. This can be found in the 'My settings' area in the top right hand part of the screen. Here you can choose if you receive email notifications.

 

How does invoicing work if we are using a donation model to take advantage of Gift Aid?

The subs donation development is currently in testing phase with Groop and should be launched shortly. Full instructions and help videos will be produced to support this launch.


Technical Support 

  • Whilst logged on to Groop you can access their ‘Live Chat’. Direct communication with a Groop consultant who can support you with the system. Live Chat is available Monday – Friday between 9am to 5pm.
  • Groop are happy to arrange demos with members who have questions. To arrange training go to https://groop.com/contact-product-support/ and complete their contact form.
  • Full guidance on how to use the Groop system can be found at https://knowledge.groop.com/
  • Along with FAQs, webinars and our Groop support tools which are available here on our website https://woodcraft.org.uk/groop
  • If you’ve any questions please email us at info@woodcraft.org.uk or call on 020 7703 4173.