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Step 1:

Access the GEANT AAI Service and get into your home Dashboard - https://vo.aai.geant.org/home

Find your group and click the "Members" button in the basic setting.

You can find your group using this guide: How to find an existing Group where I am a manager


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Step 2:

In the "Members" setting for a group, you can find a list of all current members of your group.

You can proceed with multiple operations:

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  • Search and filter people in your group → continue on Step 4
  • Remove someone from your group → continue on Step 5
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Step 2.1:

To invite a specific person to your group, you need to fill some information:

  • Name of the person - will be used in the content of the invitation message
  • Email of the person - email to which the invitation will be send
  • Language of the email - the supported language of the invitation (normally we have only one in English)
Click on the green button "Invite" to send the invitation to that person.


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Step 2.2:

To invite multiple persons to your group, you need to fill some information:

  • Email and Name of each person in specific format per line of the proper text are → "email;name"
  • Language of the email - the supported language of the invitation (normally we have only one in English)

3:

Clicking

Click

on the green

button "Invite" to send the invitation each person in the list you inserted (one email per line).
Info

Note: After clicking on the "Invite" button to confirm sending of all emails, you will get also a report which you can download and check status of all sendings.

If the status next to the email is "OK", the email was sent without a problem. If there is something else, please check the email address and try to send it again separately using Step 2.1

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"Add..." button you will open a window for manually searching and adding new members into your Group.

Using the search filter you can type part of the name, the whole login or whole email of that person.

Select the person in the list using the checkbox next to his/her name and click on the green "Add" button.


Warning

It is very important to know the difference between "Add" and "Invite" to your Group.

Adding mean manually processing a membership of the person to the Group without notifying her/him → Not asking for consent.

Inviting mean to send an email to the person and let her/him to choose if she/he wants to join or not → Asking for consent.

If you need the consent of users, you should always invite them

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Step 3:

Wait for users to respond to the invitation email.

User will need to register using the link in the invitation mail and filling the application form. There are three possible scenarios for the user:

  1. User is not registered yet in the GEANT AAI Service → user will register to the GEANT AAI Service and also to the Group, continue at Step 3.1
  2. User is already registered in the GEANT AAI Service but he is not yet a member of the Group → user will register to the Group, continue at Step 3.2
  3. User is already registered in the GEANT AAI Service and he is already a member of the Group → this is fine, no more steps needed, you are done!
Warning

Important: If the invited person choose to not use the link, you will not get that information. You need to check by yourself in the Group if the person is already a member or not. You can always resend the link again.



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Step 3.1:

If the user wasn't registered in the GEANT AAI Service, he would need to fill the registration form for it first.

All field should be pre-filled from the Identity provider. The only mandatory step for the user is:

  • Read & Confirm the AUP of the GEANT AAI Service

There are some optional steps user can do:

  • Change his given name or his surname if needed
  • Change his email if needed

When the user click on the green "Submit" button, the application will be send and approved by automatic (the configuration of the GEANT AAI Service registration)

Warning

Important: If the user change the value of an E-mail (different from the data of IdP), the verification link will be send to that email and a user will need to verify that he is the owner of the new email address.

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Step 3.2:

If the user is already registered in the GEANT AAI Service, he would need to fill the registration form for the Group.

Fields could differ regarding the settings of the application form to your Group.

In this example, the form is very simple and expects the same data as the GEANT AAI Service. So all of them will be pre-filled by the system and user can't change them in the form.

When the user click on the green "Submit" button, the application will be send and eventually approved (manually or by automatic → regarding the configuration of the application form in the group).

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4:

While trying to find a specific member of your group, you can can filter the content by the member's name, login, email or UUID.


Info

You may notice two other filter mechanics:

  • Organization status filter
  • Group status filter

For most cases there shouldn't be reason to change their default setting. If you want to be sure, active them all → This way you can se all members of your group no matter their status.



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Step 4:

The approval of the user registration to the Group could be:

  • automatic → user will immediately become member of a group → continue Step 5
  • manual → approval need to be done manually

When the approval is set to manual, you will need:

  • Find your Group's basic setting and click on the "Application" button
  • Find the proper Submitted application and click on it
  • Check the content and then "Approve" it or "Reject" it by the proper button
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5:

To remove someone from your group, you need to first find him (using Step 4).

Then you can select him using the checkbox next to his name and click on the red "Remove" button.

It will open a new window where you need to confirm your action again → click on the red "Remove" button again.


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Step 5:

After the approval, user will get an information about it via an email:

  • Email about successful registration to GEANT AAI Service (if he get through Step 3.1)
  • Email about successful registration to the Group (if he get through Step 3.2)

You can now find him as a member of your Group in the list of all members.

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