| EN | NEW MEDIA ACCREDITATION SYSTEM - GROUP MANAGER USER GUIDE 1

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NCOUNCIL OF THE EU NEW MEDIA ACCREDITATION SYSTEMGROUP MANAGER USER GUIDE

INTRODUCTION

This document in intended for planning and staff members who are responsible for managing media accreditation for groups. It gives a quick overview of the main functionalities of the new tool. The new system allows for an easier and more flexible management of group(s). Specifically, the main new functionalities of the tool are:

• the creation of groups is no longer linked to events. Your group(s) is therefore stable over time;

• you have acess to a dashboard to easily view and modify the composition of your group (add/remove members) at any time;

• you may create several groups (up to five);

• the same group may be mamaged by up the 3 group managers;

• an individual may be member of several groups at the same time and may accept/refuse the membership to a group at any time;

• once created your group and added the relevant members (members need to accept to be part of your group in the system), you will have access to theri profiles and be able to modify their information and register them to an event, without the need for their password. You will in particular be able to upload their media document (press card or letter from editor).

While the group registration is possible for everybody, please note that group collection of badges is not possible for individuals coming for the first time or for those who have an expired identity document in the system.

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Every person can assume any of the roles (individual or group manager) at any given moment.

LOGGING IN

1. In order to log in, type your e-mail address and your password, then click on the “LOGIN“ button.

2. Choose your role - log in as either an individual or as a group manager.

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CREATING/SELECTING A GROUP OF PARTICIPANTS

1. Log in with your existing credentials and select “A GROUP“ as your role.

2. If there is no group offered, you need to create a group first. Please fill in all fields, then click on the “SAVE“ button.

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To add a media representative to your group, you need to “invite“ them to join your group (see how on page 6), and once approved, you can access their profile through your account and modify their personal information, as well as add or replace documents.

You can delete a group you are managing (providing there is no member in this group who is registered to any current open events).

You can manage maximum 5 groups at any given time.

Groups can be created whenever you choose, even when there are no open registrations.

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SHARING ACCESS TO MANAGE A GROUP (FELLOW GROUP MANAGERS)

A group can be managed by maximum 3 group managers. Any group manager can invite one or more fellow group managers, revoke access from them or even delete the group itself. They can of course add and remove members, as well as send reminders or cancel requests.

ADDING A GROUP MANAGER

1. Log in with your existing credentials and select “A GROUP“.

2. Select the appropriate group.

3. Select the “MANAGE MY GROUP“ link in the left menu. You will see the list of current group managers (including yourself).

4. Click on the “ADD NEW MANAGER“ link.

5. Type the e-mail address of your fellow group manager, then click on “SEARCH“.

6. Click on “ADD“ in order to send them an invitation via e-mail to manage yourgroup.

Your fellow group manager will receive an e-mail, inviting him/her to manage your group. Next time they are logging in on the website, they will see your group on their list of available groups.

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MANAGING YOUR GROUP

Once your group has been selected or created, you can either:

• change your account information (the first 3 menu options),

• modify the details of your group,

• grant/revoke access to manage your group,

• and add/remove members to your group.

REVOKING ACCESS FROM A FELLOW GROUP MANAGER

You can revoke access from a fellow group manager at any time.

Click on the “REMOVE“ button and confirm your decision.

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MEMBERS OF THE GROUPYou can have an unlimited number of members in your group. A media representative can belong to several groups at once.

A media representative needs to grant their approval in order to belong to your group. This approval can be, of course, revoked at any given moment.

ADDING A MEMBER TO THE GROUPYou as a group manager can search for a media representative and add them to your group.

1. Log in with your existing credentials and select “A GROUP“ as your role as explained on page 2.

2. Select the appropriate group (or create a new one if none exists yet as explained on page 3 ).

3. Select the “MEMBERS OF MY GROUP“ link in the left menu.

4. Click on the “ADD NEW MEMBER“ link on the top, and search by name and date of birth OR by their e-mail address.

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5. Click on the “ADD“ button.

They have been added to your list of group members with the status “WAITING FOR APPROVAL“.

Once approved, this status changes to “APPROVED“, in the opposite case to “REFUSED“.

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MEMBERSHIPS IN GROUPSYou can either apply yourself for accreditation, or give the right to manage your profile to other person(s) who manage groups. You can of course retrieve your permission any given moment.

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If you have a new invitation to join a group, you will have a message in the left menu.

All changes in your memberships (requesting,granting or revoking your permission and dele-tion of a group you have belonged to) are sent via e-mail to your e-mail address.

1. Click on the link ““MY MEMBERSHIPS IN GROUPS” in the left menu.

2. Set your permission regarding your membership to the chosen group - ACCEPT or REFUSE the invitation to belong to the group, or keep it PENDING.

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REGISTERING GROUP MEMBERS TO OPEN EVENTS

1. Find the group member you wish to register to an open event.

On your home screen all approved members of your group are listed.

This list can be filtered by open registration or searched by (first or last) name.

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2. Click on their photo to access their account.

Note that you can see the current accreditation status per event directly on the tile of the member.

3. Register them to the selected event.

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4. Repeat these steps for each member of your group.

You can always switch back to your own group manager account by clicking on the “BACK TO MY OWN PROFILE“ button in the banner.

Using the “EXPORT LIST“ button, you can print the list of media representatives, ordered by open event, whose badges you are authorized to pick up.

“PICK UP BADGE” OPTIONIf media representatives have registered themselves for any open event, and they have approved their member-ship in your group, you can pick up their badge before the event.

Click on tthe “PICK UP BADGE“ button on their tile (placed next to the selected event).

You can remove only pending (“WAITING FOR APPROVAL“) and approved members, providing they do not have a current registration to any open events.

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HOW TO REMOVE A MEMBER

You can remove a member from your group at any time (providing they are not registered to a current open event), and they can also revoke their membership via their profile.

1. Log in with your existing credentials and select “A GROUP“ as your role as explained on page 2.

2. Select the appropriate group (as explained on page 22 )

3. Select the “MEMBERS OF MY GROUP“ link in the left menu.

4. Click on the “REMOVE“ button on their tile.

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HOW TO SEND A REMINDER TO A PENDING MEMBER

1. Log in with your existing credentials and select “A GROUP“ as your role as explained on page 9.

2. Select the appropriate group (as explained on page 3 )

3. Select the “MEMBERS OF MY GROUP“ link in the left menu

4. Search by their first or last name.

5. Click on the “REMIND“ button on their tile.

Until approved, you can retract your request any time. Cancelling your request will send an e-mail to the media represent-ative, and set your membership request to

“cancelled“ in their account.