Group List

(Event) > Plan > Groups > Group List

Groups is available (on the Plan top-navigation link) if the Registration Groups module has been enabled in the event (on the Plan > Configure > Options page).

This Group List page is where you can set up groups to ease the management of registrants attending an event as a group. Once a group has been set up here, registrants can be allocated to it. You can use group membership to restrict some of a registrant's choices on a registration form to those available to their group, and/or automatically assign agenda items or sessions to them. And you can, for example, track group numbers.

The Registration Groups Guide is a PDF document  which describes the setup and use of groups, and includes screenshots.

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Caution: When the Registrations Groups module is enabled for an event, you cannot also enable the Registration Groups as Promo Codes module in the same event. (See Plan > Promo Codes.)

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Introduction

• You can choose to restrict a group to just one or to multiple attendee types.

• (More than one group can be restricted to the same attendee type.)

• A registrant can belong to one and only one group (or no group).

• A group can (optionally) be associated with one Certain user.

• You can add notes to a group, and set values for custom fields for a group.

Assigning attendees to groups

You can enable registrants to select or specify their group on the registration form, using a Groups section or a Logic Rule.

You can assign a registrant to a group on the Registration Details section of the Attendee Profile page, or in bulk on the Assign Groups page.

Once assigned, you can track numbers by group on the Groups > Reports page.

Adding, editing, importing, and deleting groups

• To add a group, click the Add New button in the Group List, to open the Group Detail section described below.

• To edit a group, click in the Actions column for that group, to open the Group Detail section described below.

• To import groups from a .CSV file, click the Import Groups button; see Import Groups.

• To delete a group, click  in the Actions column for that group.

Note: Deleting a group means that registrants in that group will no longer be group members.

Page Details

Group List

Search – All groups are shown by default. To search in a long list, type a group name or group code in the unlabeled box (at the top of the list) which has the prompt text "Search by name or code".

"All Users" –To filter the groups displayed here, you can select an Associated User in the drop-down list above the list of groups. Only the groups associated with that user are displayed.

If you are a user associated with any groups in this event, then by default only those groups are displayed here, but you can still choose to see all groups, or those associated with another user. This can be particularly appropriate for account managers, for example, who are responsible only for their specific group(s) at an event.

(If you are a user not associated with any groups, then all groups are displayed, unless you select an Associated User.)

The following details are shown for each group:

Group Name – (see below)

Group Code – (see below)

Associated User – (see below)

Actions – This column has three icons :
Click  to edit the details of the group in the Group Information section described below.
Click  to delete the group.
Click  to add a text note (of up to 400 characters) to the group.

Click the Add New button to open the Group Information section described below, in which you can add the details of a new group.

Group Detail

This section is displayed (replacing the Group List) when you click Add New to add a group, or click  to edit an existing group.

Provide the following information for each group:

• Group Name – (Required) A name describing the group. For example, the name of a hotel chain that is sending representatives to the event. (Maximum length = 100 characters.)

• Group Code – (Required) A unique code identifying the group, to be used on reports etc. May be used to specify an attendee's group on the groups section of a registration form or when importing registrations.

• Associated User – (Optional) If required, select a user from the drop-down list (which is of active users of type Registration Support or higher, in the current account). When a user associated with any groups goes to this page, then by default they see only those groups, as described above. This is particularly appropriate for account managers, for example, who are responsible only for their specific group(s) at an event. (They can still choose to see all groups.)

• Description – (Optional) A more detailed description of the group than provided in the Group Name.

• Notes – (Optional) Free text notes about the group, if required. Can be many lines or paragraphs of text.
  (Notes can also be added by clicking  in the Actions column for a group on the Group List.)

• Attendee Types – (Required) When adding a new group, click in this field to display a list of attendee types. Then select the attendee type(s) that can be in this group. (Note: If no attendee types are selected, then no attendee can be assigned to the group!)
  For each attendee type selected, the following information is available. (Note: If no attendee types are selected, then no numbers can be entered.)

Attendee Types

A table lists the Attendee Types selected above. There are three columns:

• Target Number – Enter the targeted number of attendees in this group who will be of this attendee type.

• Capacity – Enter the maximum number of attendees in this group who can be of this attendee type.

NOTE: This Capacity (if entered) is used to limit assignment to the group on a registration form (see Forms > Groups). If the membership of the group has already reached its Capacity level, then an attendee selecting that group sees a warning message, and is prompted to contact their group coordinator for the next steps.

The Capacity limit is only used in forms; an event planner can still assign attendees to the group manually, even if the group has reached (or exceeded) its set Capacity.

• Actual Number – Displays the current number of registered attendees in this group who are of this attendee type.
  These capacity numbers and actual group sizes are all reported on the Group Summary Report on the Groups > Reports page.

Agenda Items

(Optional.) You can select any agenda items (that have unlimited Inventory) to be assigned automatically to any attendee who registers as a member of the group.

Note: These agenda items may have fees associated with them, including fixed fee and percentage discounts, making it possible to use a group as a "promo code", to apply discounts automatically.

Click in the field to display the list from which to select.

Note: These agenda Items are only assigned when attendees register on a form with a Groups section. They are not assigned when a planner assigns a group to an attendee (on their Attendee Profile, or via Groups > Assign Groups).

Session Occurrences

(Optional.) If the Session and Speaker Management Module is enabled for the event, you can select any non-fee-based session occurrences to be assigned automatically to any attendee who registers as a member of the group.

Click in the field to display the list from which to select.

Note: These sessions are only assigned when attendees register on a form with a Groups section. They are not assigned when a planner assigns a group to an attendee (on their Attendee Profile, or via Groups > Assign Groups).

Rotations

(Optional) If the Appointment Rotations sub-module (of the Appointments Module) is enabled for the event, then you can select the rotations to be available to registrants in the Group Rotations section of the registration form, based upon their group.

Click in the field to display the list from which to select.

Transportation Preferences

If the Travel module is enabled for the event, and Event Airports and/or Transportation Types have been specified on Travel > Configure, then you can select the ones to be available to registrants for selection on the Travel section of a registration form, based upon their group, if Limit Transportation Preferences by Group is selected in the setup of that form.

(If that option is selected for the form, only the airports and transportation types selected here are available to registrants. If it is not, then all those on Travel > Configure, if any, are available.)

• Airport Preferences – Type three or more characters to search for each airport code.

• Transportation Type Preferences – Type three or more characters to search for each transportation type.

Custom Fields

This section is shown when you are adding or editing a Group.

Any group custom fields set up on Groups > Custom Fields are listed, for you to enter values for them for this group. The values for these fields are shown on the Group Summary Report.