Groop FAQs

There are four types of roles on Groop. Your role on Groop will depend on your participation at Woodcraft Folk and the level of access you need within the system platform

1. Groop Admin – Officeholder roles are given admin permissions so they can access all areas on a groups dashboard.
2. Volunteer – All volunteers are given this role and it gives them access to non-confidential areas on a groups dashboard.
3. Parent – This role is given to parent/carers, so they can use Groop on behalf of their child/young person.
4. Child/young person – Child record, holding confidential information. Young people are able to edit their own record.

Individuals can have more than one role on Groop.

Yes, District officeholder roles have admin rights. You’ll full access privileges within the ‘people’ section. For more details, see the Groop Guidance page. If you do not have Groop admin access and should, please email membership@Woodcraft.org.uk.

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.

Yes, Guardians are able to respond to data requests for their dependants, e.g. for information that would previously have been collected on a child registration form. Guidance on how this works is available on the Groop website

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 young members 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.

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

You can increase the number of records on display in your people section, but this will revert to 10 when you navigate away from the page.

Only officeholders with Groop Admin access will be able to view volunteer records in the people section. All volunteer records are visible in the Districts People section. You can search for an individual either by going through the table line by line. Or you can filter your table and search by the individuals name.

When you’ve found the volunteers name in your table, click on their name and select either ‘Edit’ or ‘View’ from the drop down. A new window will open and you can scroll to see the Membership & Sceening information.

Guidance on how to use the people section can be found here on our website.

We endeavour to upload all new volunteers to your district people section within 5 days of them applying for Woodcraft Folk membership.

Yes, you can create a report in your people section and export.

1. Select the filter button at the top of your table and filter by ‘volunteer’.
2. All of your volunteers will be listed in your table you can then decide which columns to add to your table.
3. Select the columns button at the top of the table and select the fields, you wish to view i.e. membership expiry, DBS end date, update service and direct debit start date
4. Once you’re happy with your table, you can select the export button in the top left hand corner of your table
5. You’ll need to expand your rows if you have more than 10 volunteers or export page by page.

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 when booking events on their behalf.

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.

Create the event within the Districts dashboard, selecting event from the blue toolbar
Once you’ve created the event, go to the invite section.
Select the button which reads ‘Groops (1 selected)’
A window will open with a list of your local groups, select the groups which you wish to invite and click ‘done’.
A list of all the members in those selected groups will appear. Press the radio button beside each name to include them in your event invite.

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.

If a child is moving from one group to another, the new group will need to send them an invitation 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). 

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.

No, Groop is an online platform. We recommend if leaders need to access information they should produce registers, reports etc. which should be disposed of securely when no longer needed.

There is a mobile app available for Android and Apple phones, but this is aimed at end users rather than admin roles – it can only be used to read communications, book events and pay online as a participant, rather than to manage your group.

Yes, this is on pages 11 and 12 of the guidance for group and district co-ordinators found on the Groop Guidance page.

For any transaction processed through Stripe, a fee of 1.4% + 20p is deducted from what Woodcraft Folk receives to cover the cost of processing – so for a payment of £10, we will receive £9.66. Groups can decide if they wish to increase the costs of activities, events etc. to recoup this small cost.

You can create donation requests through online payments on Groop. Similar to how you can create an invoice you’ll be able to generate a donation request giving the payer the option to make a voluntary donation to the group. At the checkout the payer will be able to tick the gift aid declaration before proceeding the payment.

Offline payments can be taken i.e. cash, cheque, bank transfer, however you will have to manually pay off the donation request on Groop and ensure a declaration has been collected and recorded on Groop in the individuals membership record in the people section.

Once funds have been received Head Office will be able to pull off a report of all completed transaction and make a Gift aid claim to the HRMC. Please advise our finance department if you are collecting donations via Groop.

For more guidance on Gift Aid go to woodcraft.org.uk/resources/gift-aid-guidance-for-district-treasurers/.