Group List

Availability and prerequisites

Group List is available on the Plan top-navigation link if the Registration Groups module has been enabled for the event. The module is enabled on Plan > Configure > Options.

Purpose

The Group List page allows you to set up groups to ease the management of registrants attending an event as a group. Once a group is set up here, registrants can be allocated to it. Group membership can restrict some registrant choices on a registration form to those available to their group, and/or automatically assign agenda items or sessions to them. Grouping can also be used to track group numbers.

Reference

The Registration Groups Guide is a PDF document describing the setup and use of groups and including screenshots.

Caution

When the Registration Groups module is enabled for an event, you cannot also enable the Registration Groups as Promo Codes module in the same event.

Introduction

A Group is a collection of registrants managed as a unit within an event. A registrant can belong to one group or to no group. A group can be associated with one Certain user optionally. A group can have notes and custom fields.

Assigning attendees to groups

Registrants can select or specify their group on the registration form using a Groups section or a Logic Rule. A registrant can be assigned to a group on the Registration Details section of the Attendee Profile page, or in bulk on the Assign Groups page. Once assigned, numbers by group can be tracked 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. To edit a group, click in the Actions column for that group to open the Group Detail section. 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.

Group List Page Details

Group List shows all groups by default. To view more groups, type a group name or group code in the unlabeled box at the top of the list with the prompt text "by name or code".

All Users filter

"All Users" filters the groups displayed here. You can select an Associated User from the drop-down list above the list of groups. If you are a user associated with any groups, by default you see only those groups. You can still choose to see all groups or those associated with another user. If you are a user not associated with any groups, then all groups are displayed unless you select an Associated User.

Group details shown in the list

The following details are shown for each group:

• Group Name
• Group Code
• Associated User
• Actions

Actions column contains three icons:

• Edit the group details in the Group Information section
• Delete the group
• Add a text note to the group (up to 400 characters)

Click Add New to open the Group Information section to add the details of a new group.

Group Detail

This section appears when you click Add New to add a group or when you edit an existing group. Provide the following information for each group:

• Group Name (Required) – A name describing the group. Example: a hotel chain sending representatives. Maximum length: 100 characters.
• Group Code (Required) – A unique code identifying the group. Used on reports and can specify an attendee’s group on forms or during imports.
• Associated User (Optional) – If required, select a user from the drop-down list (active users of type Registration Support or higher in the current account). When a user associated with any groups visits this page, they see only those groups by default (but they can choose to see all groups).
• Description (Optional) – A more detailed description of the group than the Group Name.
• Notes (Optional) – Free text notes about the group. Can be many lines. Notes can also be added from the Actions column in 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. 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 (the Attendee Types table appears with 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: If Capacity is entered, it limits assignment to the group on a registration form. If the membership has reached Capacity, a warning message appears and the group coordinator should be contacted. 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 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 reported on the Group Summary Report on the Groups > Reports page.

• Agenda Items (Optional) – You can select any agenda items (with unlimited Inventory) to be assigned automatically to any attendee who registers as a member of the group. These agenda items may have fees, including fixed fees and discounts, enabling the use of a group as a promo code to apply discounts automatically. Click the field to display the list from which to select. Agenda Items are only assigned when attendees 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 the field to display the list from which to select. These sessions are only assigned when attendees 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).
• 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 airport codes and transportation types 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 form setup. If that option is selected, only the airports and transportation types chosen here are available to registrants. If not, then all those on Travel > Configure 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 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.

Related notes

This article contains guidance on managing groups, including how to add, edit, import, and delete groups, and how to configure group-related settings such as attendee types, agenda items, session occurrences, transportation preferences, and custom fields.