Members Area Equinet Staff Manual

This page is a reference manual for Equinet staff members to navigate and manage the new CRM and Members Area.

If you are a member of en Equality Body and need assistance with navigating the Members Area, please refer to the user manual . There you will more details about the resources available for members in the system.

The new CRM/Members Area

Log in
Log in at using your Microsoft credentials (Equinet email address) to log in the Members Area.

As an alternative, click on ‘Log in with Windows Azure AD’

NB: you can’t change your password through CRM.

Understanding the new CRM
In the new CRM, you will see two different menus:

The very top menu is similar to what we used to in the old system. This is an Equinet staff menu, where we can manage some of the “bones” of the system:
  • Content: this tab allows you to add content to different Expert Groups.
  • Membership: This tabs shows you the current list of organisations (which will disappear in time) and the 'User management' item to add/edit/block users (more info below under 'Managing groups and users').
  • Surveys: nothing changes from the current system – this is where you add registrations forms.
  • Structure: technical tab, please do not use it.
  • Configuration: technical tab, please do not use it.
  • Groups: Access a list of all groups - see below for an explanation of different group types. This item is also available in the menu below under Group Management.

  • The menu below refers to the Members Area as members see it. Please refer to the members manual for an overview of these different functions.

    What are my responsibilities in the new CRM?
    Policy team: will mainly be expected to manage their respective expert groups. That means all messages to expert groups should now be sent via announcements in the Members' Area - we will no longer send emails to the groups! Please channel all communication via the Members Area. See blow how to manage and interact with the expert groups.

    Membership team: will be responsible for the overall maintenance of the system. Adding/unblocking new users, ensuring all expert groups are correctly assigned, assist members in the maintenance of Equality Bodies' groups. Will also be responsible for the Main Contacts group.

    Governance team: will be responsible for managing the Executive Board group.
    User and Group Roles

    The communication and membership team will mainly be in charge of ensuring the features in this section are correctly assigned, but it is important that everyone can use this part of the system if needed. Use this as a reference material if you need solve a problem with a user not having the right permissions in the system.

    To ensure members have all the correct permissions, we need to ensure that they:
  • Have the right user role assigned in their profile
  • Are assigned to the right groups in their profile
  • Are assigned the right group roles in the groups where they moderate
  • User roles
    Every user in the new system must be assigned a role, which will reflect their permissions
  • Administrator – role designated to the IT administrator for the system (Levente).
  • NEB – role from old CRM – this will be deleted DO NOT USE IT.
  • Equinet staff – only to be used for Equinet staff. This role has permissions to add and manage users, manage groups, upload content, manage Knowledge Center and Projects Library.
  • NEB staff – this role is to be used for ALL EQUINET MEMBERS.
  • AI-website user – this is a test to integrate the AI website management. For the moment, DO NOT USE IT.
  • Test – for the membership team only. Will be deleted after the testing phase. DO NOT USE IT.
  • NEB Staff admin – this is an ADD ON role for the NEB staff who is in charge of keeping up the organization’s profile – our main contact point. This role alone does not have access to the members area – it needs to be assigned IN ADDITION to the “NEB staff” role.

  • Groups
    Users need to be added to groups so they can access relevant content. There are two different types of groups in the system:
  • Equality Body– new users must be assigned to an Equality Body
  • Expert Group – user needs to be assigned to each Expert Group they are a part of, which can be:
      -Working groups and clusters
      -Governance groups: Main Contacts* and Executive Board.
    *A user who was designated the additional role of NEB staff admin, needs to be included in the group “Main Contacts” so their contact is linked to that contact list.

    Group members can be assigned two types of roles:
  • Group manager – the Equinet staff coordinating an expert group.
    • - In the case of the Equinet Board and Main Contacts, this will be a member of the Communication and Membership team.
      - In the case of Equality Bodies as groups, this will be the main contact person(s)
  • Group moderator – Equality Body staff members associated with the group, with editorial permissions. In case of Expert Groups, they are generally the moderators, while in case of Equality Bodies, they are mainly the main contact points.
  • Test situation
    Maria B. is the main contact person for “Equality Body X”. She is also a member of the Equality Law Working Group, but not a moderator. Maria B.’s user profile needs to have two roles: NEB Staff + NEB Staff Administrator. Maria B. also needs to be assigned to 3 different groups:
  • Equality Body X - She needs to be assigned group manager in this group so she can manage members of her Equality Body in the system. Her NEB Staff Administrator role gives her access to updating the information on her Equality Body.
  • Main Contacts - No specific role in this group – she will be added to the list to receive relevant updates
  • Equality Law Working Group - No specific role in this group
  • Managing groups and users

    Accessing groups
    If you are in charge of one or more Expert Groups, you are assigned the role of group manager for the corresponding groups in the Members’ Area.

    The sidebar of the home page on the right, indicates all the Expert Groups you are part of and your role as Group Manager. Click on one group, to access the group overview page. Here you can see an introduction of the group, the name and contact information of the group moderators and managers, and the latest updates about the group’s work.

    Alternatively, you can access all of the expert groups (and EBs' profiles) through the Groups menu on top of the page. Do not use the membership menu item to access groups or Equality Bodies. That is the old directory, which will be removed soon.

    Managing groups
    To manage and interact with the groups, use the tabs on the group’s main page:
  • Members: to see a list of all group’s members, manage group roles, or remove members from the group. While all group members can access the list, only the group managers and moderators can make changes.
  • Edit: to edit the group’s overview page. Please refer to the Communication Working Group page for inspiration. Information to be included in this overview:
  • - Group information
    - Topics Covered in the year
    - Contact
    - Relevant Events from current and previous years (with links to events page from website)
    - Relevant WG Publications
  • Content: to manage all content to be shared with the Expert Group. See the topic ‘Manage content’ below for more details
  • Delete: to delete the entire group. The system will ask for your confirmation twice, so one can’t delete a group accidentally.

  • Managing content
    There are 3 types of content (or group nodes):
  • Equinet chat – initiates a discussion in the Expert Group’s chat. This is an area for some informal exchanges. See who all is around for a drink after your Working Group meeting? Or simply want to share some inspiration with your Expert Group? Feel free to post in the Equinet Chat!
  • Equinet event – If you want an Equinet event to be added to the calendar, this is where you include it! This should include ONLY events that are open for members, and organised by Equinet.
  • *The communication team will continue to keep up an individual page on the external website for each event, which is created at the beginning of the year and is updated with relevant materials before and after the event. Events in the Members Area should contain the link to the event on the external website, and are a responsibility of each Expert Group coordinator. IMPORTANT TO NOTE when creating events:
      • Files: all documents will be uploaded to the external website, no need to duplicate it here
      • Link to Webform: include the registration form for the event which you must create in advance. With this, members will be able to register directly from the calendar event
  • Announcement – used for all Expert Group’s announcements, including but not limited to:
      • General messages, regarding group management, like moderators elections, work plan, etc.
      • Events for members organized by externals (these will not be included on the calendar)
      • Meeting agendas and minutes
      • Post event messages (evaluation, reimbursement, alerts about learning material uploaded to external website, etc)
      • Requests for information: until we launch the Knowledge Centre, we will continue to gather information from members via announcements. The same way we send emails now, please send an announcement with the a similar message, with email contacts for the person requesting the information, and your own email address.
  • Add users
  • Click on the ‘User Management’ on Members Area menu and choose ‘Add user’. You can also use the top menu, clicking on Membership>User management
  • Populate the user data with the information on the person you are creating an account for. Make sure to assign them specific user role(s). Make sure that the you mark ‘Active’ under status, which means that the new user’s profile is activated.
  • You can add the new user to an Expert Group by choosing the group in the ‘Group name’ list and then click on ‘Add to Group’. After that, you can assign them the role of Group Moderator.
  • Logs report frequency is automatically set to weekly. Users will then be able to change the frequency and subscribe to different areas of interest
  • Manage existing users
    As an Equinet Staff user, you can block or activate an account, add or remove roles to users, add or remove users from groups.
    To do so, you have to find the users you want to perform an action on, by searching names or using filters.
    To manage individual users, click on ‘Edit’ next to their name.
  • When you remove a role or a group from a profile, you will always be asked to confirm the removal by clicking ‘Confirm removal’ on the same button where you clicked ‘Remove’.
  • In addition, you will need to save the changes at the bottom of the page.
  • To perform a bulk action to all or selected users listed on your search, choose the action from the ‘Action’ dropdown menu and click on ‘Apply to selected’.