Frequently Asked Questions (FAQ) about EasyGrouper, a Company Directory App

Contents

What is EasyGrouper?
How much does EasyGrouper cost?
Does EasyGrouper sell or share my information?
How do I create an EasyGrouper account?
I don’t have a smartphone. Can I still use EasyGrouper?
I’m new to EasyGrouper...How do I join an existing account already set up by my organization?
I already have an existing EasyGrouper profile. Can I join multiple EasyGrouper accounts?
How long does it take for a change made in the web app to be displayed in the mobile app?
If one person is working in the web app and another person is editing the mobile app at the same time, which takes precedence?
The EasyGrouper application doesn’t seem to be responding properly (a page freezes, something doesn’t work, etc.) What should I do?
I’m using the mobile app on an Android smartphone and I’m not automatically able to view a change someone just made?
I’m using the mobile app on an iPhone and I’m not automatically able to view a change someone just made?
How do I reset my password?
How do I change my password?
EasyGrouper Basics - Using My Account
How do I add users to my account?
Can I invite users to my account without entering their information first?
How do I manage my account settings?
What does it mean if my account is private?
How do I make my account private?
How do I manage my user’s account rights?
I don’t have an unlimited data plan and really don’t want to pay for texts my coworkers send me. Can I control this?
How do I create a location?
How do I assign people to a location?
Do I need GPS enabled on my phone to use locations?
What is a group?
How do I create a group?
How do I set my status?
Who can see my status?
Can I control who sees my status?
How do I add or change my profile photo?
Can administrators control profile photos?
How do I install EasyGrouper properly via the Google Apps Marketplace?
How can I get user images pulled from our Google Apps profiles?
I'm getting an error synching to my Google Apps account. What should I do?
I've been told I need to upgrade my Google Apps permissions. How do I do that?
Do you have any EasyGrouper training videos?
How does LDAP synchronization work?

If you can’t find the assistance you need below, please Contact Us.


What is EasyGrouper?

EasyGrouper is a simple tool for maintaining your company directory and pushing that information to all of your employee’s smartphones automatically.

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How much does EasyGrouper cost?

EasyGrouper is $1 per user per month and includes status, group and location features in the plan, as well as administrative control over profile photos. Users can also send real time alerts via email and SMS. There are no contracts, no start-up fees and you can cancel at any time. You can start using EasyGrouper for free for 30 days and we will not request any credit card information from you. See our pricing page for more details.

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Does EasyGrouper sell or share my information?

No! Please see our detailed Privacy Policy. We describe in plain English how we use the information you provide.

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How do I create an EasyGrouper account?

Click "Sign Up Now" on the EasyGrouper website home page to start an EasyGrouper 30 day Free Trial. Just enter your name, organization, email, and password and you have a new account created in seconds. For more details on how to join a company directory already created for your organization, read here.

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I don’t have a smartphone. Can I still use EasyGrouper?

Absolutely! If you're regularly at your desk or don’t have a smartphone handy you can also access the EasyGrouper web application - it has all the same information at your fingertips. If you have an existing account, log in from your desktop at app.EasyGrouper.com. (If you don’t already have an account, learn how to create one here). You can use the web application to find your co-workers contact information and availability, organizational information, locations, and groups.

In addition, using the web app to keep your information up-to-date will assist other members of your organization that do have smartphones to be able to contact you when they’re on-the-go.

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I’m new to EasyGrouper...How do I join an existing company directory already set up by my organization?

If you’re new to EasyGrouper, welcome! We’re glad you’re here. There are two ways to join an existing account. First, if you know your administrator has already added you to the account, you can request they send you a welcome email through EasyGrouper. This email provides instructions for setting up your profile as well as links to download the mobile clients. (If you got an email, and lost it, don’t worry! Your administrator can resend a welcome email message even if one has already been sent.)

Alternatively, you may have received a separate link from an individual already on the account asking you to join. If you have received a generic link that is not associated with a standard Welcome to EasyGrouper email message, the account you are trying to join is most likely public, meaning anyone can request to join with this link. It allows you to enter your information yourself and request to join the account. The account administrator still must approve or deny each of these requests.

Please note: You do not need to click "Sign Up" on the EasyGrouper website to join an existing account or create your profile. Sign up is solely for creating new accounts for organizations not individuals.

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I already have an existing EasyGrouper profile. Can I join multiple EasyGrouper accounts?

Yes! In order to join a new account as an existing user, you need an invitation to join the new account or an account code.

To check if you have been invited to join an account, simply log in to the web application. If you have been invited to join an account, you will see a pending invitations icon to the right of your name. Click on the icon to review the details of the account and choose to accept or deny the invitation. If you choose to accept it, you will be able to view the new account information immediately.

If you have received a special account code, log in to the web application and click on Account and then select Join Account. Enter the account code and click Join. You will now have a Pending Request icon displayed to the left of your name. This means that your request to join is being reviewed by the account administrator. Once approved, you will be able to view that new account information immediately. If you wish to withdraw your request, you can simply click on the icon and delete the request.

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How long does it take for a change made in the web app to be displayed in the mobile app?

All changes in the web application are automatically pushed to the mobile app. If you have the application open it may take a few minutes before it refreshes. Leaving the app and coming back to it should refresh the data immediately.

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If one person is working in the web app and another person is editing the mobile app at the same time, which takes precedence?

The application is designed so that management of locations, groups, as well as adding new users are all performed solely through the web application. The mobile application displays this information on a smartphone in order to contact individuals, email groups, reference information like which employees are at a specific location, and more. Because status updates can be made in both web and mobile app, the last saved change will take precedence and automatically be updated in both locations.

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The EasyGrouper application doesn’t seem to be responding properly (a page freezes, something doesn’t work, etc.) What should I do?

If you are using the mobile app, try 1) logging out of the application (Go to Profile, settings, log out), 2) closing the open version of the app that is currently running (using your phone’s task manager), and then 3) reopening the application. Upon reopening, you will be asked to log in again using your username and password for privacy reasons.

Alternatively, check the Google Play store (Androids) or the App Store (iPhones) and ensure you have installed the latest updates. Do this by: 1) closing the open version of the app, 2) installing the update, and then 3) reopening once the updates are complete. For further troubleshooting advice when using the mobile app on an Android device, read here.

If you are on the web app, double check that your internet connection is enabled and that you are connected to a secure network.

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I’m using the mobile app on an Android smartphone and I’m not automatically able to view a change someone just made?

Try pressing and holding the person icon at the far bottom left of the mobile application screen until you get a message that says "Refresh database." This triggers an automatically refresh of any updates that you have not received recently. The mobile application is designed to get the latest information each time you open the app and grab status information constantly. If you’re experiencing a delay, this gives the refresh another kick start. You can also try killing the app, and then reopening after a few seconds.

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I’m using the mobile app on an iPhone and I’m not automatically able to view a change someone just made?

From the main screen scroll to the top of the list and then tap and pull down beyond the top of the list. A refresh notification will appear.

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How do I reset my password?

Click here and we can help you. These reset instructions are valid for 24 hours for security purposes, but can be resent again at any time if they expire. Your account administrator can also reset your password for you.

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How do I change my password?

You can also change your password once you are logged into either the web or mobile application. Access your profile and then click Change Password. You will be required to enter your current password to save a new one.

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EasyGrouper Basics - Using My Account


How do I add users to my account?

Only an Account Administrator can add people to the account. Admins can manually add people one by one, or complete a bulk upload of a list of people using an Excel or CSV file. First click the Everyone page. Select the Create User button and select Add users manually... or Import your users from a file.... Detailed instructions about the file format and example templates are also provided on this page.

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Can I invite users to my account without entering their information first?

Yes! Account administrators can invite people to join the account if they have set up their EasyGrouper account as public. To invite users, log into the web app and click Account, and then Account Settings. In the details tab, under privacy, there will be a link that you can share with your contacts. Use the groups feature within EasyGrouper to email the link to specific groups. Note that an administrator will have to approve new user requests to join before they are added to the account.

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How do I manage my account settings?

Think of account settings as a dashboard of key account information that can only be accessed by account administrators. It includes a list of administrators and billing contacts on the account, how many users have never logged in, a list of users who have already received an EasyGrouper welcome message (and the ability to send one out to those who haven’t), privacy settings. Billing information is also viewable in account settings, but can only be edited by billing contacts.

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What does it mean if my account is private?

A private account means that new users can only join the account by invitation only. Non-private accounts have a URL where anyone can ask to join and is added when an administrator approves them. This URL is not discoverable unless you either email it or place it on your own web site. By default, new accounts are not private.

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How do I make my account private?

If you are the account administrator, login to the web app and click on Account Settings. You can edit the privacy settings on the details tab.

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How do I manage my user’s account rights?

Login to the web application and click on the Everyone page. When you click on an individual’s name, click edit and you will view an Account Rights section. Mouse over each role name to view a description of each role.

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I don’t have an unlimited data plan and really don’t want to pay for texts my coworkers send me. Can I control this?

We understand. Sure, you could remove your mobile phone from EasyGrouper, but there is an easier way! Login to the web application and click on your name under the Everyone page to open your profile. Click Edit, and under your Phones, deselect the checkbox beside Text Message Capable next to your mobile number. Then make sure you click Update User to save! That way your coworkers can still view or call your mobile phone but will be prevented from texting through EasyGrouper. EasyGrouper cannot control messages you receive outside of the EasyGrouper app.

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How do I create a location?

As an account administrator, login to the web app and click on the Locations link at the top of the page. Click Add Location. From here you can enter location specific details such as directions to each office or the coordinator of that location. You can also assign users to that location.

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How do I assign people to a location?

There are two ways to assign people to a location as an account administrator. If you need to assign a large number of people to a location, the best way to do it is from the Locations page on the web app. Click on a location to edit and assign or remove people from that location.

Alternatively, you can assign people to a location one by one, by editing their location in their profile. Just go the Everyone page, open a user’s profile, and edit their location there. If you don’t see a location you need in the dropdown, see adding locations.

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Do I need GPS enabled on my phone to use locations?

No! Locations in EasyGrouper are created within the web application to track location specific details. The EasyGrouper mobile application allows employees to view that information on their mobile devices. Tap on the address of a location and it will load your phone’s native mapping application, making it easy to get directions quickly. Your mapping application will probably require GPS services however.

Bottom Line: we don't track people.

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What is a group?

Every organization divides their work a bit differently. EasyGrouper can accommodate how you do business. A person’s role in the group is next to their name, so you know who to contact about an issue. Need to email a message to everyone in your group? You can handle that right from your phone or the web site with our Email Group functionality. You can even create private groups that only the members of can see.

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How do I create a group?

As an account administrator, login to the web app and click on the Groups link at the top of the page. Click Add Group. From here you can enter group specific details such as the coordinator of that group, each person’s role within the group, etc.

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How do I set my status?

You can set your status through the mobile or the web application. Simply click Status in the mobile app and Set Status under your name in the web app, and then choose a default status like Traveling or type in your own. You can select start and end times, so your status will appear to others like "In a meeting until 2:00pm" Make sure to click Done to save it! You can even set statuses in the future (if you know you’ll be busy later in the day) and the app will only display it during the start and end times you set.

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Who can see my status?

Everyone that has an EasyGrouper profile for your organization can automatically see your status as soon as you update it - on the web or the mobile application.

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Can I control who sees my status?

No. At this time, EasyGrouper does not allow you share your status with select individuals. However, you can use the groups feature to email select individuals to let them know your availability. See groups section for more information.

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How do I add or change my profile photo?

On the web application, sign-in to your account and click on “My Information”. Here, you will have the option to edit your personal details, as well as add, change or clear your picture. On the mobile app, select “Edit” from within your profile. Here, you will have the option of choosing an existing photo, taking a new one using your mobile device or clearing the existing photo. When you upload a new photo it will have to be approved by an administrator before it becomes live.

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How do I add or change my profile photo?

Profile photos require administrative approval. This ensures that all photos meet the requirements of the organization. While authorization is pending or if no photo exists for a user, an icon with the user’s initials will be displayed.

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How do I install EasyGrouper properly via the Google Apps Marketplace?

The best way to install EasyGrouper and have it synchronize with your Google Apps for Work account is to install EasyGrouper via the Google Apps Marketplace.

Before you install EasyGrouper you must allow external applications the ability to use the API. This is done in the Google Apps for Work Admin Console; click on More Controls...

More controls admin

Security...

Security admin

Select API Reference and check Enable API access...

Security admin check

Finally click Save Changes...

Security save changes

You must be an administrator on your Google Apps account in order to install EasyGrouper for all the users of your account. Once you start the install you will be asked if EasyGrouper can inspect the contacts in your account. This allows EasyGrouper to keep your users synchronized; no need to add, update or remove users from EasyGrouper - just do that from within Google Apps and it will automatically be reflected in your EasyGrouper account.

The final screen in the Google Apps Marketplace installation has a step you must perform in order to ensure your EasyGrouper account is set up properly. Please click the Additional app setup link once it indicates EasyGrouper has been added:

Additional google setup

If you fail to click the Addtional app setup link you can fix that by going to your Google Apps Marketplace console and clicking on the EasyGrouper application. You will see a Setting tab that will give you the option of running additional settings:

Fixing google setup

After clicking that link your EasyGrouper account should be set up properly and ready to synchronize on a regular basis. If you decide EasyGrouper isn't right for you then from that same area you can delete EasyGrouper from your Google Apps environment. EasyGrouper will be notified that the app has been removed and we will close your account.

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How can I get user images pulled from our Google Apps profiles?

In the Account Settings page you can press the Start Syncing Images button to begin the synchronization process. EasyGrouper will pull available images out of the user's Google profile, though the resolution of the image is limited to Google at 96x96 pixels.

If a user's image is set in their Google profile but it is not being pulled into EasyGrouper, ensure the user has set their Google Plus profile to share their image with Everyone.

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I'm getting an error synching to my Google Apps account. What should I do?

If you are seeing an error message in the admin section that reads "Requested client not authorized" please check your Google Apps settings for EasyGrouper. This particular error is often caused because someone has revoked data access. This setting can be seen in the Data Access section of the EasyGrouper application on Google Apps.

By clicking Grant Data Access you will clear that error and synching should proceed on the next pass.

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I've been told I need to upgrade my Google Apps permissions. How do I do that?

There are two ways to upgrade the persmissions for EasyGrouper to access your Google Apps account. These are dependent on how you installed Google Apps integration in the first place.

If you installed via the Google Apps Marketplace, please follow these directions: (If installed manually skip down via this link)

As an administrator of the google apps domain with privileges to be able to manage groups, users, and organizational units go to your admin console and select marketplace apps.

Ga admin console

Click on the EasyGrouper application:

Ga eg selection

On the next screen click where it says data access on the left hand side and in the window that opens to the right click Grant data access. This will give us additional approvals necessary to be able to perform syncing of groups or filtering of users by organizational unit or group.

Ga access rights

Manually Installed Google Apps Integration Steps

If you orginially synced EasyGrouper to your Google Apps account via the button in the EasyGrouper Account Settings page, you can Re-Authorize these permissions by clicking the Re-Authorize with Google Apps button in the Account Settings page (shown below):

Ga resync controls

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Do you have any EasyGrouper training videos?

Yes! You can visit our video page for a selection of different training videos for end users. These are great resources to help you when rolling EasyGrouper out to your company.

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How does LDAP synchronization work?

EasyGrouper can synchronize with your LDAP or Active Directory Server (via LDAP) to keep your users synchronized and reduce IT overhead. This capability is currently in Alpha testing and will be available shortly. If you are interested in it please contact EasyGrouper Support and let us know you are interested!

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If you can’t find the assistance you need here, please Contact Us.