How to Add or Edit Employee Accounts or Group Members as an Administrator

All members of a Group Membership, except for its Primary Contact, are called ‘Employee Accounts or Group Members’. Group Memberships can be populated immediately in Member365. This article will show you how, as an Administrator, you can add contacts to a Group Membership without requiring any sign-up or work for these new group members. Follow the steps in this article to learn how you can populate a Group Membership as an Administrator!



Method 1: From the Administrator Dashboard (CRM)

You can add Employee Accounts or Group Members to a Group Membership directly from the Administrator Dashboard in Member365.

Accessing an Organization/Group Profile

1. Log in to your Member365 Administrator Dashboard. Hover over ‘Contacts‘ in the main menu, then hover over "Organization" and click "View Organization."



2. Locate the Organization whose Group Membership you are adding members to, then click its name. Use the search bar to filter results if necessary.


Adding Employee Accounts or Group Members

1. On the left-hand side, click ‘Employee Accounts‘.



IMPORTANT NOTE: If there is no option to add Employee Accounts, then there is no Group Membership associated with the Organization/Group.


2. In the "Membership Category" dropdown select the category you want to add employees account or group members.




3. Then select the Primary Account Holder you want to add employees account or group members.




Adding Employee Accounts or Group Members Option 1

1. Click "Create Account."



2. The ‘Create Account’ page will appear.



3. Answer the questions: "Would you like to include an email address for this contact?"

  • Select ‘Yes’ and enter a unique email address if you want this new member’s email in the system.
  • Select ‘No’ if they will not need email correspondence from Member365. 

4. Click ‘Continue’ to proceed. You will be brought to a page to configure this new member’s contact information. To prevent new group members from needing to sign up on their own, fill out as much of their contact information as you can.



5. Choose whether or not you want the new member linked to the organization.



  • ‘Yes’  – The new member will be linked to the organization you selected on the previous page. Select this option if you know the new Contact will be a part of the same organization as the group’s Primary Contact.
  • ‘No’ – Select this option if this new Contact should not be linked to the same Organization as the Primary Contact. This allows you to populate Group Memberships without forcing all its members to share the same organization.

6. If you selected ‘No’ above, populate this new member’s Address details as necessary.

Image showing the Address fields when adding an Employee Account.


7. Choose whether or not the new Employee Account or Group Member will have Member Portal Access.


  • ‘Yes’  – this contact will be sent an Employee Welcome Email With Member Portal Access containing login details unless they have login details already from a different membership.
  • ‘No’ – No welcome email will be sent to the contact.


If you’re unfamiliar with that email template, consult this Knowledge Base article.


If you don’t see the option to grant Portal Access that was covered in Step 7, consult this Knowledge Base article. You will need to check the Group Membership permissions in your Membership Category and ensure that the option for inviting Employee Accounts or Group Members to the Member Portal is ON.


8. When satisfied, click the "+ Add Account" button at the bottom of the page. The new member will be added as an Employee Account or Group Member to the Group Membership.



IMPORTANT NOTE: Since you have filled out their contact information already, the new member has been added immediately. They will not need to complete any additional configuration or sign-up on their end.


Adding Employee Accounts or Group Members Option 2

1. Click "Send Invite."



2.  In the text box enter the email address(es) of the employee you want to add.



IMPORTANT NOTE: User Accounts corresponding to the email addresses will be created and added to the Group Membership automatically.   User accounts created through the "Send Invite" tool will not have any Contact Record information aside from the email itself.



Method 2: Through the Impersonate Tool

Membership Managers can create accounts for others in the organization/group, so they can login to the member portal.


As an administrator, you can add members to the group for them using the Impersonate tool. Below are the steps to impersonate a Membership Manager, and to add Employee Accounts or Group Member to their Group Membership as they would.


Impersonating the Membership Manager

1. From the Organization Record page, click on the "Role Management" tab.



2. Select the Membership Category you want to see who the Membership Manager is by clicking on the "Select a Membership" drop-down.



3. When you select the membership category, you may have to select the Primary Contact if there is more than one Primary Contact for the Membership. Then you will see the related contacts that have roles for that membership category.




4. Click on the name of a contact in the roles list that has the Membership Manager.


5. From the Contact Record, click ‘Impersonate" on the left side of the page.

Image indicating the 'Impersonate' link on a Contact Record.


Contacts without Portal Access do not have an "Impersonate" link on their profile. If you cannot impersonate a contact, it is because they do not have Member Portal access. Consult this Knowledge Base article if you ever need to grant Portal Access to a contact.


Adding Employee Accounts or Group Member in the Member Portal

The process is very similar to the steps outlined under the ‘Method 1: From the Administrator Dashboard’ sub-header.


Option One: Access the Employee Account Page 

1. From the Member Portal, click "My Account" on the bar at the top of the screen.

Image indicating the 'My Account' button on the bar at the top of the Member Portal.

2. Click ‘Employee Accounts’ from the drop-down menu that appears.

Image showing the drop-down menu that appears when clicking 'My Account' on the Member Portal, and indicating the 'Employee Accounts' button.


3. The resulting page will list all Group Memberships for which the user is a Membership Manager.


4. The same two options are available for the Membership Manager to add Employee Accounts or Group Members as an Administrator.

Editing or Removing Employee


Employee Accounts or Group Members created through the ‘Send Invite’ will not have any Contact Record information aside from the email itself.

  • Click the Pen & Paper Icon to edit the Employee Account or Group Member to add Contact Record details. 
  • Click the Trashcan Icon to delete the Employee Account or Group Member


Congratulations, you now know how to add Employee Accounts to a Group Membership!

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