The following tasks ought to be completed by every GSR in our Intergroup on becoming a GSR.
1. Register as a User on the Website
If you have not already done so, please register as a website user and indicate the meeting that you are now GSR for. This will ensure that you receive all emails that are sent out to GSRs and also gives access to the Intergroup Minutes folder in the website File Store (accessible via the Resources menu).
- Go to the Intergroup option in the menu.
- Hover the pointer over the GSR Login option and click Register.
Registering in this way also prompts the ECLO to clear the meeting’s webmail folder and reset its password for the new GSR.
2. Submit Meeting Information
Use the following steps to submit up-to-date information for your meeting. This information will be used to by Intergroup to update our internal records, ‘Where to Finds’ and website directory, and is also forwarded to the General Service Office in York to update the national website and records.
Please complete this process every time there is any change in meeting details (date, time, address, service positions, etc.)
Please complete all the fields that you have information for. This information will replace that already held. If you are unsure of any field, enter UNCHANGED and the existing information will be kept.
Click here to update your meeting information. (opens in new window)
3. Submit a Twelve Step List
The 12-Step list is a list of those members who are willing and able to follow up on calls made to the telephone service by calling, visiting and accompanying newcomers to their first meeting.
This information will be used to by Intergroup to update our internal records and supplied to telephone responders to enable them to get one of these members to call the caller back.
Please complete this process periodically to ensure that the information remains up-to-date.
Please complete all the fields that you have information for. This information will replace that already held.
Click here to submit a Twelve Step List. (opens in new window)
4. Setup your GSR email
There are 3 options available for using members’ email accounts. Which is chosen depends on the member’s individual needs. Each meeting has a dedicated email account on our server and can be set up on your devices or email can be forwarded to an email address of your choice.
Best practice is to use IMAP settings to set up the meeting’s email account on your device(s). If setup correctly this means that messages are delivered to the device and synchronise across your devices. Crucially, setting up email in this way also means that the member can send from the account too. Please do delete all unecessary emails and be sure to delete all messages prior to passing the account to the next servant rotating in.
Forwarding options do not allow a member to send from the meeting’s email address.
The final option is to use our webmail service which can be accessed at webmail.aachilterthames.org.uk.
Option 1 – IMAP
You must set up an account on each device on which you wish to access the email. The email client (the program that is used to use email) is your choice. Most programs make the setup easy by providing a wizard that helps you. It’s quite a simple process.
The following settings should be used:-
Secure SSL/TLS Settings
|Password:||Use the email account’s password.|
|Authentication is required for IMAP, POP3, and SMTP.|
The ECLO will supply the account password when you register as the meeting’s GSR.
Option 2 – Forwarding
This option does not require an account to be set up on any device. A web-forwarder can be set up so that all emails sent to the email address are automatically forwarded to an email address of the member’s choice.
This is certainly the simplest option and the most efficient regarding space on the server but the member cannot send from their Intergroup address which can make a poor impression when working with outside agencies. Also, when replying to messages your personal email address is revealed.
All GSRs will automatically have a forwarder set up for their meeting’s email address. This may result in receipt of multiple copies of emails if the meeting’s email is also set up using Option 1 above or the GSR is also subscribed to the mailing list with a personal email. You can avoid this by informing the ECLO.
Option 3 – Online access
All email accounts can be accessed remotely by logging in to the website webmail.aachilternthames.org.uk or by selecting the Webmail option on the Intergroup menu (see below). This provides the member with full access to their account and the ability to create folders as well as send messages. All that is needed is the email address and password.
5. Promote the Website at your Meetings
Take some time to familiarise yourself with the website, there’s a good deal of content that you may find useful and informative.
You are also encouraged to suggest that people join the mailing list, this a great way for members to stay informed about AA in our local area and beyond.
As always, the ECLO is here to serve and is willing to assist you wherever possible. Feedback is also very welcome. Just send an email to firstname.lastname@example.org.