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Members and contacts

Committee members are added and managed on the 'People' page. There are three parts to adding a new member:

  1. Contact information

  2. Membership information

  3. Welcome email (optional)

Contact information
The contact information identifies the new member. In order to connect to your committee, new members need to sign up using the email address you entered. The email address is the key to link users to your committee website. If a new members signs up with a different email address, they won't be linked to your committee and the committee will not show up on their dashboard. If this happens, you can change (edit) the email of the member in the contact information to the one they used to sign up or the new member can register again with the correct email address. Both options will work.
Once signed up and linked correctly, members can change their email address any time while remaining linked.

Membership information
The membership information defines the type of member and their role in the committee. You can also enter an optional start date and term if used.
If the new member should be able to perform administrative tasks in the committee portal, select the corresponding permissions.

Invitation email
The invitation email is optional but recommended. It simplifies the process of signing up for new members. The email contains a link to the sign up page and will automatically enter the correct email address on the sign up form. Members only need to create a password.
You can customize the welcome email template in the committee settings. Go to ‘Committee settings’ → ‘People’ → ‘Welcome email’ to change.

Frequently asked questions

How to add a new member to a committee?

Click on the 'New member' button to add a new committee member. Name and email address is all you need.
If you don't have the member's email address, just enter the name. The member will not be able to register at your committee portal yet and can't see the online agendas and minutes but you can still assign items to the member. You can add the email address and send the invitation email any time later.
Select the member type, enter an optional start date and term and select the create agendas and/or create minutes check-box if the member should be able to create/edit/distribute agendas and/or minutes.
Check the 'Committee Admin' check-box if the member should be a committee administrator.

What is a 'Committee admin'?

A committee admin can perform administrative tasks on your committee web site. Here are the most common ones:

  • Edit committee settings

  • Add/delete committee members and contacts

  • Edit agendas and minutes

  • Moderate comments

  • Various other maintenance tasks

The chair person is a committee admin by default.

What is the difference between a member and a contact?

A contact is a person that is somehow related to your committee but is not a committee member. When you for instance invite a guest to one of your meetings, mycommittee will automatically create a contact (record) for this person.
Contacts can be registered mycommittee users but can not log in to your committee website.

Can I edit a member's contact info?

In some organizations, it is common practice for the administrator or secretary to keep the contact information of members up to date. As a committee admin, you will have access to the profile information of all members in your board or committee.

When you edit the contact information of an active member, that member will receive a notification email. This will allow members to review their information after changes.

Note: If your organization uses role-based email addresses, and you need to change a role to a new member, please read the section on role-base emails and follow the steps as described instead of changing the existing contact information to the new member.

How do I remove a member?

Click on the 'More' (…) button in the member card and select the 'Remove member' option. A confirm screen will ask you to confirm the operation.

If the member will still remain a resource for the committee, you can optionally also use the 'Move to contacts' option. This way their contact information will remain available to other committee members.

When you remove a member, the member's access to your committee portal is removed immediately. Removing a member from a committee will not affect their membership to other committees.
The member's historical contributions to your committee (like uploaded documents, comments, etc.) will remain available.

Can I remove a person from all committees at once?

Only ‘Organization administrators’ can remove a person from all committees. Go to the organization home page and click the ‘People’ tab. Find the member and click on the 'More'(…) button on the member card. Select the 'Remove member' option. A confirmation page will show all the committees this person is member of. Click 'Remove' to remove the member from all listed committees.

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