Group Leads Runbook

Use this runbook when you are responsible for keeping a GOUP group active, useful, and well-run. It focuses on the weekly operating rhythm for organizers rather than one-time setup.

Path: /dashboard/group

What Group Leads Own

Group leads are responsible for the health of a group inside an alliance.

Your core responsibilities:

  • Keep the public group profile clear and current.
  • Maintain an organizer team with enough coverage.
  • Plan, publish, and follow up on events.
  • Welcome members and communicate with them respectfully.
  • Keep sponsors, store items, and spotlights accurate when your group uses them.
  • Review dashboard logs when something changes unexpectedly.

For full dashboard reference, read the Group Dashboard Guide.

Weekly Operating Checklist

Run this checklist once a week or before a major event.

  1. Open Group Dashboard.
  2. Check Events for drafts, upcoming events, waitlists, and events that need publishing.
  3. Review Members for new members or communication needs.
  4. Review Team to confirm at least two trusted organizers have admin coverage.
  5. Check Analytics for attendance and growth trends.
  6. Update Settings if links, descriptions, location, or branding changed.
  7. Review Logs if anything looks unexpected.

Event Runbook

Use this flow for every group event.

Before Publishing

  • Confirm event title, description, location, timezone, and schedule.
  • Add hosts, speakers, sessions, sponsor references, and registration questions if needed.
  • Confirm ticketing and payment setup before creating paid tickets.
  • Preview the public event page.
  • Publish only when the event is ready for members to share.

During Registration

  • Watch attendee counts, waitlist status, and invitation requests.
  • Answer questions from members and speakers.
  • Keep event changes small after people register. If schedule or location changes, communicate clearly.
  • Use custom notifications only for useful updates.

Event Day

  • Use the check-in tools from the event dashboard.
  • Keep a backup organizer available.
  • Track issues that should be fixed before the next event.

After the Event

  • Close out attendance and refunds if payments are enabled.
  • Add member spotlights or group updates when there is a useful story to share.
  • Review analytics and decide what to repeat or change next time.

For deeper event details, read Event Operations.

Member Communication

Use member communication carefully. Members should feel informed, not broadcast to.

Good reasons to message members:

  • Event reminders and important schedule changes.
  • Community updates with clear value.
  • Requests for speakers, mentors, volunteers, or project help.
  • Sponsor or partner opportunities that are relevant to the group.

Avoid:

  • Repeating the same announcement too often.
  • Sending sponsor messages without context.
  • Asking members to take action without a clear next step.

Organizer Team Health

Healthy groups avoid single-person ownership.

Maintain:

  • At least two active admins.
  • Clear event ownership for each upcoming event.
  • Read-only viewer access for people who need visibility but should not edit.
  • A simple handoff note when organizers rotate out.

If your alliance restricts group team management, ask an alliance admin or groups manager to update organizer access.

Escalation Paths

Escalate to alliance leads when:

  • A group admin is unavailable and access needs repair.
  • Group identity, category, or region choices need alliance-level changes.
  • Payment or refund behavior looks wrong.
  • Member safety, spam, abuse, or trust issues appear.
  • A sponsor request needs alliance-level approval.

Escalate to technical contributors when:

  • The dashboard returns an unexpected error.
  • A published event, member directory, or form behaves differently than documented.
  • A migration, integration, or deployment issue blocks operations.

Quality Bar

A healthy group page should answer these questions quickly:

  • What is this group about?
  • Who is it for?
  • What can I attend or join next?
  • How do I participate?
  • Who is organizing it?

If the page cannot answer those questions, update the group profile before adding more events.