Knowledge base | Groopt

Vocabulary & Definitions

This section outlines and defines the common vocabulary used throughout Groopt. Please feel free to submit a comment if you find a definition to be unclear or if you'd like some vocabulary added to the list. Thanks!

Organization
The term used to describe the company, association, group or entity managed within Groopt.

 

User Contact
The term used to describe all the people added to an organization’s database. There are three types of user contacts:

  • Registered: User contacts that have been invited to sign up and join an organization's Groopt account. Once registered, user contacts have the ability to login, manage their profile, complete forms and pay bills.
    EX: Members, Alumnae, Volunteers, Staff, etc.
  • Unregistered: User contacts that have not been invited to sign up and join an organization's Groopt account. Unregistered user contacts can be invited to become a registered user contact at anytime.
    EX: Vendors, Clients, Partners, etc.
  • Admin: Special type of registered user contact with permission to access certain information and perform administrative tasks set by the organization.
  • Ex: Executive Staff, Officers, etc.

 

Roles
Unique labels assigned to user contacts within an organization’s database to categorize them by type, status, position, or title. Roles also allow the organization to manage user permissions, filter contacts in the directory, and assign forms and payments to multiple contacts at once.

Ex: CEO, President, Member, Alumni, Volunteer, Donor, Suspended, Deceased, etc.

 

Group Contacts
A special type of record representing a subset of user contacts. Groups allow an organization to categorize contacts based on certain criteria, affiliation, region, etc.

Ex: Chapters, Universities, Companies, Regional Offices, etc.

 

Group Types
Unique labels assigned to groups that categorize and describe the various types of groups within an organization.

Ex: University, Chapter, Company, Charity, Committee, etc.

 

Group Roles
Unique labels assigned to user contacts within groups to categorize people within the group.

Ex: Group: University, Group Roles: Chancellor, Professor, Student, Advisor, Alumni, etc.

 

Basic Info Field Set
Default fields used to collect basic information about user or group contacts in an organization's database

Basic Info for user contacts:

Name, Email, Phone, Address, Date of birth, Gender

For group contacts:

Name, Email, Phone, Address, Website

 

Custom Field Sets
Additional field sets added to a user or group contact’s profile to supplement the Basic Info field set. While Basic Info fields cannot be modified, Custom Field Sets are created and managed by the Admin(s) of the organization. Custom Field Sets have three permission types that control whether user contacts can view or update their Custom Field Sets:

  • Hidden: Cannot see custom field set on profile
  • View: Can see but cannot update custom field set on profile
  • Edit: Can view and edit custom field set on profile
  • EX: Job Info, Education Info, Donor Info, Membership Info

 

Interaction Tags
Unique activities recorded and attached to a user or group contact’s profile to describe interactions with that user or group. Organizations can specify the activity type, add notes and attach files.

EX: Phone Call, Email, Award, Site Visit, General Note, Disciplinary Sanction

 

Payment Type
Payment types are unique categories admins create and apply to transactions in order to segment them by their different types.

Ex: General, Donation, Merchandise, Event

 

Payment Campaign
The unique grouping of one or more payments. Payment campaigns are made up of income sources. An income source can be a payment form, a group of invoices or a manually added batch of transactions. All of these can be grouped together into a payment campaign.

 

Form Campaign
A unique grouping of one or more form submissions. Form Campaigns are used to send an existing form to a new group of users. Form campaigns use the same form, but can have their own unique settings like end dates, form fees and recipients.

 

Form Field Type Definitions
There are over 10 field types available for customizing a form. Click here to view a list with a brief description of each type of field.

 

Large Text Field
A basic text field for submitting short to medium text answers.

 

Text Area
A large text area for submitting long (paragraph) text answers. The length of these fields can be customized.

 

Radio Buttons
Multiple-choice field that only allows one option to be selected.

 

Check Boxes
Multiple-choice field that allows multiple options to be selected.

 

Phone Field
A field that only validates phone numbers in the following formats:

  • (###)###-####
  • ###-###-####
  • ##########

 

Email Field
A field that only allows answers formatted as email addresses: name@example.com

 

Number Field
Only allows answers formatted as numbers.

 

Description Area
A header and text area for adding instructions or notes to the top of the form.

 

Address Field
A field that is pre-formatted to collect all the components of an address. This field can be used to run radius searches in the directory.

 

Select Field
Multiple-choice field displayed as a dropdown and allows you to select only one option.

 

Date Field
A field that only allows answers in the following date format:

  • MM/DD/YYYY

 

Attachment Field
A field for attaching files to the form. The file size limit for attachments is ##MB and you can attach up to ## Files per form submission. If the attachment upload is taking a while, you can submit the form and the file will upload in the background but your form will be time stamped when you press the “submit” button.

 

Sync Field
A special type of field that can only be used with private forms. Sync Fields link to a field on a user or group profile for two unique functions:

  • Sync fields present the form recipient with prepopulated information pulled from their profile to reduce form completion time.
  • Any updated information in the sync field on the form is automatically updated on the user/group profile field, improving data accuracy and reducing manual data entry.

 

Pay Field
A blank currency field to allow the form recipient to submit a custom dollar value to be paid after filling out form. (Great for donations!)

 

Pay Field with Radio Buttons
A currency field for selecting only one choice from multiple payment options. The radio pay field also allows the form recipient to specify the quantity of their selection. (Great for ordering meals, tickets, etc.).

 

Pay Field with Check Boxes
A currency field for selecting multiple choices from multiple payment options. The check box payment field also allows the form recipient to specify the quantity of their selection. (Great for T-Shirts, group orders, selecting preferred appointment times, etc.)