Group Leaders Bulletin September 2023
Requests
Images for group web-pages
We would like to include one or more images on each group web-page. Groups can send us these or we can find appropriate images from the many copyright-free images that are available online. Any images must belong to you or to someone who has given permission to use it on the website or from a copyright-free source.
Group web-pages updates
Keeping a web-site up-to-date is vital for it to maintain credibility, which is why we are asking group leaders to let us know if their group webpages are accurate.
There are still a lot of group webpages for which we have not had confirmation. I have compiled a PDF file showing these pages to make it easier for group leaders to check them. If your webpage appears here, can you please let us know if you are happy with your current page or use this form to request changes. If you have already sent us this information, profound apologies.
Waiting lists information on Group web-pages
Beacon considers a group to be full when the number of members exceeds the maximum number set by the group leaders(s). This information has to be transferred manually to group web pages. We normally update this three times a week. Errors can occur in the process, and if the information about whether or not your group is full is incorrect for more than a few days, please contact us using the email address at the bottom.
Groups with vacancies and members on waiting list
Beacon now puts anyone who applies to join a group on a waiting list, whether or not there are vacancies in the group. It is therefore important that you check your Beacon group regularly, to manually admit people to the group when there are vacancies.
There are currently 39 members who have been waiting for more than two weeks (some for several months) in 16 groups which have vacancies. Please do check this, and let us know if you have any issues doing so.
Beacon calendar
The Beacon calendar is a useful facility where IGO group leaders can show detailed information to IGO members about times, dates and topics for future meetings. It should reduce requests from members who have lost emails about dates or times, and also provide more detailed information about what groups do for prospective members.
Some groups have already entered dates, times and detailed information about their groups, and others have provided just dates and times. I am in the process of adding dates and times for all other groups up to the end of the year.
It would be great if every group could add information about what is happening at individual meetings, if relevant. You may also want to delete meetings which are cancelled or when groups go on a break during holiday periods.
You use the ‘Schedule’ tab on your Beacon group page to manage your calendar entries. You will find further information about how to do this at Beacon for Group Leaders
Information
Beacon email
The email facility on Beacon has been improved so that you can change the formatting and insert tables and image. Check it out, and look at Beacon for Group leaders.
Beacon for members and Beacon for group leaders
It is not always clear to group leaders that they need to use a different web address to access Beacon as a member and Beacon as a group leader.
Beacon Members Portal is open to all IGO members and allows them to view and join groups, and view groups calendar, as well as to update their personal information. It is accessed using your email address and a password which you have created.
Beacon for Group leaders allows group leaders to access and amend information about their group(s). It is accessed using “Interest Groups Online” as the u3a, a username which we have given to you and a password which you have created yourself.
There is detailed information about how to use both on the Information page on our website.
Autumn Fair
The Interest Groups Online Fair is an opportunity for prospective IGO members to be a part of our online community for one week and to get a taste of the wonderful groups on offer.
It is open to u3a members plus any Third-Ager who is considering joining IGO. And of course, as existing IGO members, you are all welcome to join the sessions too.
The Fair will take place from Monday 2nd to Friday 6th October.
Zoom calendar
This is attached. Most group meetings have been booked up to the end of December. Let me know if there are any errors. Zoom does not let you know if you have double booked a slot and this has caused a few problems as we get more groups going. We are planning to get a second Zoom account soon.
Growing numbers of IGO Groups
This figure shows how the number of IGO groups have been growing. This is all down to you, so a big thank you again!
The IGO website now has an Information and Help section which should be helpful to you and your group members.
All group leaders should already be familiar with the Group Guidelines information, and we recommend you read our FAQs too.
Best wishes from the IGO team