The results of a query aren’t just a list to look at; they’re a selection of people you can act on. The ‘Tasks’ button on your results opens everything from mailings to spreadsheet exports to group management, and this guide tours what’s there.
Using your results
Read this before you use the account tasks
Every task acts on your whole selection at once, and that’s the point, but it means the membership, login and permission tasks deserve a second look at the list before you run them. A ‘Revoke’ or ‘Disable’ applied to the wrong results takes access away from everyone in them.
One of them sends email. ‘Send Login Details to Unused Accounts’ emails every person you’ve selected their login name and a link to set a password. That’s the whole purpose of the task, not a separate step you choose afterwards, and once those emails have gone you can’t recall them. Check the list, and check the wording it shows you, before you send.
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Run your query, then open ‘Tasks’ on the results.
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To communicate, open the ‘Messaging & Consent’ group: ‘Send a Message’ launches the mailing wizard for your selection, while ‘Set Messaging Channel Preferences’ and ‘Set Consent’ update preferences and consent in bulk, with the change recorded permanently on each person’s record; see how to see and manage people’s consent.
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To get the data out: export the results as a CSV spreadsheet, print a PDF of the list, or print PDF labels laid out for sticky sheets, envelopes sorted in one go. Set your columns first, because they decide what the export contains; there’s more on labels and phone lists in how to print address labels and phone lists.
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To track change over time: ‘Save these results’ keeps a snapshot, and ‘Compare these results with another result set’ shows you what’s different, handy for who’s new since last term.
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To organise: ‘Grant Group Memberships’ adds everyone in the results to a group you choose (a leaders list becomes a training group in two clicks), and ‘Revoke Group Memberships’ is its opposite.
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For account admin: ‘Send Login Details to Unused Accounts’ gives your selection website access and emails them their details (see the warning above), and there are tasks to disable login access, set an age category, or use ‘Family Actions’ to swap children for the adults in their family, the trick behind emailing the parents of a children’s group.
Good to know
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Every task applies to the whole result set, so if you only want to act on some of these people, narrow the query and run it again rather than trying to pick people off the list.
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The email that goes out with people’s login details is shown to you first and can be edited before you send it, so it’s worth putting it in your own words.
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The strongest pattern in Hubb is a saved query plus a saved mailing template: the question and the answer both written once, then rerun forever. Tracking DBS expiry dates shows it end to end.
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