MYlifeConnect

Admin Guide

MYlifeConnect Admin Guide

A comprehensive reference for administrators managing the MYlifeConnect platform.

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The Admin Dashboard is your central hub for monitoring and managing the MYlifeConnect community. Access it via the Admin menu in the top navigation bar.

At-a-Glance Stats

  • Members Stats cards: total members, recent sign-ups (last 30 days), and growth percentage.
  • Revenue Summary cards: total event revenue, paid amounts, and pending payments — broken down by payment status across all event registrations.

Quick Actions

  • Pending Signups panel — review and process new member sign-up requests directly from the dashboard.
  • Member Invitation panel — invite new members by name and email without leaving the dashboard.
  • Send Password Setup Reminders — re-invite members who haven't set up their accounts yet.

Full Members Table

  • The complete Manage Members table is embedded on the dashboard — search, view profiles, edit, message, or remove members directly.
  • The same table appears on the dedicated Manage Members page for a focused view.

Event Feedback Panel

  • A summary of recent event feedback ratings is shown at the bottom of the dashboard for quick review.

Use Manage Members (Admin → Manage Members) or the Members Table on the Admin Dashboard to view, search, and administer all platform users.

Viewing & Searching Members

  • All registered users are listed in a searchable table with name, email, phone, location, and join date.
  • Use the search bar to find members by name, email, town, or postcode.
  • Status badges show member type (Carer, Bereaved Person, Hospice Service User), concern flags, and custom tags at a glance.
  • Offliner members (no email, SMS-only) show an orange Offliner badge.

Member Profile Page

  • Click the external-link icon on any member row to open their full profile page.
  • The profile shows personal details, event registration history, payment statuses, and admin notes.
  • Safeguarding and Health & Safety flags are visible here and can be toggled from the Edit dialog.
  • Add private admin notes visible only to other admins.

Editing a Member

  • Click the Edit (pencil) icon on any member row to update their profile.
  • Edit name, email, phone, address, and town/postcode.
  • Toggle Safeguarding Concern or Health & Safety Concern flags — newly flagged concerns automatically trigger an alert email to admins.
  • Add or remove custom tags (e.g. "paid", "first-timer", "special-requirements") to organise and categorise members.

Messaging Members

  • Click the Mail icon on any member row to send them a direct email from the platform.
  • Compose a subject and rich-text message body, then send — it arrives from MYlifeConnect.

Adding Offliner Members

  • Click "Add Offliner Member" at the top of Manage Members.
  • Offliners are members without email — useful for people who can only be reached by phone/SMS.
  • Enter first name, last name, and phone number. A dummy email is auto-generated for system purposes.
  • You can send SMS to offliners via Admin → Communication → Send SMS.

Inviting New Members

  • Go to Admin Dashboard → scroll to the Invite Members panel.
  • Enter the invitee's first name and email address, then click Send Invitation.
  • The system emails them a platform invite automatically.
  • Track invitation status (Pending / Sent / Failed) in the same panel.

Communications Opt-Out

  • A member can be marked as opted out of general communications from the Edit dialog.
  • Opted-out members will not receive newsletters or new-event announcement emails, but they still receive messages for groups they belong to and events they have signed up to.
  • The opt-out status is kept in sync between the member's user account and their sign-up record.

Removing Members

  • In Manage Members, click the Remove (trash) icon on any member row.
  • This deletes their account and sign-up record permanently. Use with care.

Go to Admin → Manage Events to handle all event lifecycle management.

Creating an Event

  • Click the + New Event button at the top of Manage Events.
  • Fill in the event title, description, date/time, location, and category.
  • Set capacity and enable a waitlist if needed. Capacity is enforced server-side — once an event is full, further bookings are blocked and (if the waitlist is enabled) added to the waiting list.
  • Upload a banner image, set the cost (£0 for free), and choose a facilitator.
  • Toggle Recurring to create a repeating series (weekly, biweekly, monthly).
  • Set status to Published to make it visible to members, or save as Draft.

Editing an Event

  • Find the event in Manage Events and click the Edit (pencil) icon.
  • For recurring events you can choose to edit just this occurrence or all future ones.
  • Save changes — registered attendees are not automatically notified; use the Notify button to send an update email.

Cancelling or Deleting an Event

  • Click the Delete (trash) icon to permanently remove an event.
  • Consider notifying attendees before deletion by using the Notify button first.
  • Recurring events can be deleted as individual occurrences or the whole series.

Managing Attendees & Check-in

  • In Manage Events, click the Manage Attendees button on any event card to open the attendee dialog.
  • From the dialog you can check in attendees (mark them as attended), cancel registrations, or undo check-ins.
  • Click Book a Member to manually add a member to an event's attendance list.
  • The Event Attendance Report links event titles directly to this attendee management view.

Payment Reminders

  • Members with "pending" or "failed" payment status receive an automatic, friendly payment reminder email 2 days before the event.
  • The reminder includes event details, the amount due, and whether they can pay on the door.
  • Each registration only gets one reminder — they are never bombarded with repeat emails.
  • This runs daily at 11am via an automated background task — no manual action needed.

Managing Groups

  • Go to Admin → Manage Groups to create, edit, or delete community groups.
  • Set a group as Open (anyone can join) or Closed (requires admin approval).
  • Add or remove members directly from the group management page.
  • Use the Add Member button on a group's Members tab to add someone manually — enter their name, email, and (optionally) phone. If they're already registered they're added to the group instantly; if not, their details are saved and they're sent an invitation email to register and join.
  • Group invitations sent from a group's page now trigger both an email and an in-app notification, so invitees are reliably alerted.
  • Group regular meetings can be scheduled from the group's management page.

Go to Admin → Content Moderation to review and remove user-generated content across the platform.

What You Can Moderate

  • Discussion Topics and Posts — conversations in the Discussion Board.
  • Group Chat Messages — messages sent in group chat channels.
  • Direct Messages — private messages between members (visible to admins only).

How to Moderate

  • Use the search bar to find specific content by keyword.
  • Switch between tabs (Discussion, Group Chat, Direct Messages) to focus on content type.
  • Click Delete on any item to permanently remove it from the platform.
  • Deletion is immediate and cannot be undone — confirm before acting.

Best Practices

  • Review the Discussion Board regularly, especially after new events or announcements.
  • If a member is consistently posting inappropriate content, consider removing their account via Manage Members.

Admins can use the @all mention in any group chat or the General Chat to make sure everyone is notified about an important message.

How to Use @all

  • Open Chat from the Community menu and choose a group chat or the General Chat (it is not available in direct messages).
  • Click the @All button to the left of the message box — it highlights to show it is active.
  • Type your message and send. Everyone in that chat receives an in-app notification, and the message is highlighted with an @all badge.
  • Click @All again to turn it off for your next message.

Who Gets Notified

  • In a group chat, every member of that group is notified (except you).
  • In the General Chat, every registered member of the platform is notified (except you).
  • Use @all sparingly — it is best reserved for genuinely important announcements so members are not overwhelmed.

MYlifeConnect has a full newsletter builder and a system for customising automated emails.

Creating & Sending a Newsletter

  • Go to Admin → Newsletters and click + New Newsletter.
  • Give it a subject line and choose a template from Newsletter Templates.
  • Add sections: text blocks, images, or featured events.
  • Choose recipients: All Members, Hosts, a specific Group, or Event sign-ups.
  • Preview the newsletter, then send immediately or schedule for a future date/time.
  • Sent newsletters show delivery counts and open statistics.

Newsletter Templates

  • Go to Admin → Newsletter Templates to create reusable branded designs.
  • Customise header/footer colours, logo text, and accent colours.
  • Mark a template as Default so it pre-selects when creating new newsletters.

System Email Templates

  • Go to Admin → System Email Templates to edit automated emails like welcome messages, event registration confirmations, and feedback requests.
  • Each template supports variables such as {{first_name}}, {{event_title}}, {{feedback_url}}.
  • Preview the rendered HTML before saving.
  • Click Reset to Default to restore the original template at any time.

Email Open Tracking

  • Go to Admin → Email Opens to see which recipients opened which emails.
  • Filter by email type (welcome, newsletter, feedback request, event reminder).
  • Use this data to assess engagement and refine your messaging.

Several processes run automatically behind the scenes to keep the platform running smoothly. No manual intervention is needed.

Daily Event Reminders (9am)

  • Sends reminder notifications to registered attendees ahead of upcoming events.
  • Members receive both in-app notifications and email reminders where enabled.

Pending Payment Reminders (11am)

  • Automatically sends a friendly email to members whose event payment is still "pending" or "failed".
  • Only sends once per registration, 2 days before the event.
  • If the event allows pay-on-the-door, the email lets them know they can pay on arrival.
  • Once a reminder is sent, that registration is flagged so it never gets a duplicate.

Post-Event Feedback Emails (10am)

  • After an event ends, attendees who haven't left feedback receive a personalised email asking them to rate their experience.
  • The email body is AI-generated and unique per attendee, including a link to the feedback form.

Password Setup Reminders

  • Available manually from the Admin Dashboard — sends a password reset email to invited members who haven't yet set up their accounts.

Go to Admin → Community Analytics for a data overview of platform engagement.

What's Tracked

  • Event registrations over time — spot trends and busy periods.
  • Top events by attendance — see which activities are most popular.
  • Discussion activity — monitor forum engagement.
  • Member growth — track how the community is expanding.

Using the Data

  • Use registration trends to plan future events around peak engagement periods.
  • Identify low-attendance events that may need better promotion or review.
  • Share headline stats with stakeholders or funders to demonstrate community impact.

Several reporting tools are available under Admin → Analytics & Moderation to help monitor platform performance and meet funder requirements.

Event Attendance Report

  • Go to Admin → Analytics & Moderation → Event Attendance Report.
  • Shows every event with total bookings, actual attendance, and attendance rate (%).
  • Summary cards at the top display overall totals across all events.
  • Click an event title to jump directly to Manage Events with the attendee dialog open — useful for checking in members or booking new ones.
  • Click Export PDF to download a formatted landscape report showing each event's title, date, bookings, attendance, rate, and list of attendees who attended.
  • Use the search bar to filter by event title or location.
  • Click the attendee count button to expand and see exactly who attended.

Event Feedback

  • Go to Admin → Analytics & Moderation → Event Feedback to review attendee ratings.
  • Each feedback entry shows ratings for welcome, host, venue, and overall experience.
  • Filter by event to see all feedback for a specific event.

Email Delivery Report

  • Go to Admin → Communication → Email Delivery Report to monitor email delivery health.
  • View sent, delivered, bounced, opened, and clicked rates in real time.
  • Filter by email type and search by recipient to investigate delivery issues.
  • Click on individual emails to see detailed delivery timelines and event logs.

Sending SMS

  • Go to Admin → Communication → Send SMS to reach members via text message.
  • Choose recipients from all members, specific groups, or event attendees.
  • Compose your message — the character counter helps track SMS credit usage.
  • Messages are sent via SMS Works and delivery status is reported on screen.

Exporting Data

  • CSV export is available from several pages: Manage Members, Manage Events, and Event Attendees.
  • The Event Attendance Report page includes a PDF export suitable for sharing with funders.
  • Exported data can be opened in Excel, Google Sheets, or any spreadsheet application.

MYlifeConnect Admin Guide · For support, contact your platform administrator.

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