Creating and Managing a Group Account
E-ACC-003
Introduction
A group is an unincorporated collective, ensemble or group, with 2 or more members. A group cannot be incorporated. The majority of individuals involved must be Canadian citizens or permanent residents of Canada, as defined by Immigration, Refugees and Citizenship Canada.
A group has an indefinite lifespan, with plans to do activities regularly over years. Core members share a common purpose or vision for the group, invest time and resources, contribute to decision making and are jointly recognized for the accomplishments of the group.
This guide will assist you through the process of creating and managing a group account. You can create a group account, which will enable you to apply for funding on behalf of each group that you are a member of.
Administrators of a group account are able to invite other portal users to join the group, which will allow them to take actions on behalf of the group, based on their level of permissions.
Prerequisites
Create Group Portal Account
Steps for creating a new group account
- In the navigation bar, select My Account from the Account drop-down menu.
- The system displays the My Account screen.
- Select Add Group/Organization from the page header.
- The system displays the Add Group/Organization pop-up window with the ability to create a new group or organization.
- Pick Group and click Next.
- Complete the fields:
- Name (required information): Enter the name of your group
- Email: Enter the email address of your group
- Group Description (required information): Enter a brief description of your group
- Select Add to create your new group.
- The system displays a success message and the My Group account screen of the newly created group.
Note: There are two additional ways to create groups:
- Group accounts can be created by selecting My Groups/Organizations and following the instructions in the Groups and Organization banner.
- Group accounts can be created during the funding application process, while selecting an applicant type and an account in the Before you start pop-up window.
Complete Account Information
When a new group is created, the group’s account screen is filled out with the information that you entered while creating the new group. To complete the group account information, edit the fields in the Account Details, Contact Information and Social Media sections of the Details tab of your My Group screen.
- Click the pencil icon () next to the field you wish to edit.
- Complete the Account Details fields:
- Name: Enter the name of your group
- Year Created: Enter the year your group was created
- Previously Known As: Enter the previous name of your group (if applicable)
- Preferred Language: Select English or French
- Group Description: Enter a brief description of your group
- Principal Artistic Practice: Select your group’s principal artistic practice
- Complete the Contact Information fields:
- Permanent Address: Enter your group’s permanent address
- Mailing is the Same: Check this box if your group’s mailing address matches your group’s permanent address. The permanent address you provided will be duplicated in the mailing address field.
- Mailing Address: Enter your group’s mailing address if it is different from your group’s permanent address
- Website: Enter your group’s website
- Phone: Enter your group’s phone number
- Email: Enter your group’s email address
- Complete the Social Media fields:
- Social Media Info 1: Enter your group’s social media (e.g., LinkedIn, Vimeo, YouTube, Instagram, Facebook)
- Social Media Info 2: Enter your group’s social media
- Social Media Info 3: Enter your group’s social media
- Click the Save button to save your information
Note: Account Name and Preferred Language are the only two required fields to complete initially. You can complete the rest of the fields now or at a later stage. You will be asked to review and complete your group details during the funding application process, when you complete the Account Information form.
Add Group Members
When you create a new group, you are automatically assigned the role of Admin and designated as the Primary Contact for the group. The Admin role has access to all the information related to the group, while the Member role has more restricted access.
Admin
Admins can add and remove members and change their portal permissions for the group. Only Admins will see the Add Portal Member button in the header.
Member
Members can view account information and support the application process by helping fill out forms. Members are not able to submit forms on behalf of the group.
Primary Contact:
There needs to be a single Primary Contact for each group account. The Primary Contact must be an Admin.
Steps for adding additional members to your group
- Select Add Portal Member in the page header of your My Group screen.
- The system displays the Group/Organization Membership pop-up window with the ability to add a new portal member to your group.
- Complete the fields:
- Name (required information): Enter the name of the group member
- Email (required information): Enter the email address of the group member
- Portal role (required information): Select Member or Admin
- Title: Enter the title of the group member
- Select Add to invite the new portal member to your group.
- The system displays a success message and the group’s account screen. The Group/Organization Membership list includes the newly invited portal member.
- The invited portal member receives an email invitation to join the group.
View key group data
Steps for navigating to your My Group screen and to view your existing group’s members, applications, funding awards, cases and other relevant information.
- In the navigation bar, select My Groups/Organizations from the Account drop-down menu.
- The system displays a list of your accounts.
- Select the name of the group account you wish to view.
- The system displays your My Group screen.
Note: You can also navigate to your group screen by selecting a group account from the Group/Organization Membership list on your My Account screen.
Your My Group screen includes the following tabs:
- Details includes your group’s Account Details, Contact Information and Social Media sections. The Details tab should be kept up to date. It ensures that we can connect with you when needed.
- Strategic Group Information includes the Strategic Group Information form and your group’s strategic options. Please complete the form. It may open other opportunities to support or recognize your artistic work. It also helps us understand and report on how our funding is used.
- Granting Eligibility includes the Applicant Profile form and your group’s applicant profiles. Please complete the form. Certain funding opportunities require you to have an active applicant profile. You are able to attest to applicant profiles in this form. Alternatively, you will be prompted to attest to a profile required for the funding opportunity while applying.
- Payment includes your group’s payment history and upcoming scheduled payments. Review your banking information and keep it up to date.
Your My Group screen also includes a series of related lists:
- Groups/Organization Membership includes a list of your group’s portal members and their roles.
- Applications includes a list of your group’s applications. Click the Application ID hyperlink to navigate to the Application screen.
- Funding Awards includes a list of your group’s funding awards. Click the Name hyperlink to navigate to the Funding Awards screen.
- Cases includes a list of your group’s cases. Click the Case Number hyperlink to navigate to the Cases screen.
Note: To expand the related lists and to view additional information, select View All for each list.