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EventsAir provides a powerful set of tools and apps to support group registration and management. You can read a more detailed guide here.
There are two key concepts:
Assign a Group Contact - this can be done in the Linking Action found in the contact record. Once somebody has been assigned as a group contact (which creates the Group), you can continue with other group processes.
Group Inventory - Group contacts can purchase or obtain multiple items such as registrations, functions, travel and accommodations that are held as "group inventory". These Group Inventory items can then be assigned or allocated to group members - whether they're already in the event/part of the group, or are added later.
Managing Groups
The group management tools in EventsAir let you:
Assign a “Group Contact” (nominated leader/point of contact)
Have the Group Contact purchase various items for the entire group (registration types, function tickets, accommodation and/or travel items) that can be distributed to group members.
Register all group members in a single online process
Give Group Contacts a way to manage registrations and accommodation through dedicated group management portals
Use Express Actions to add or change details for all group members, or selected group members. [To add or change details for some or all group members, use the filter to select the correct records - using the Linking filter if you want to pre-select based on Group status - before performing the Express Action, e.g. Bulk Creation. You can also bulk-allocate attendees to a group, or bulk-remove them from a group, under the 'Contact' module in the Bulk Change Express Action - see below.]
Attendee Panel - Linking Action
Use this to assign a specific contact as the Group Contact or add other members to the Group.
Group Inventory
A Group Contact can purchase blocks of rooms, registrations, or functions, for later distribution to group members on an ad-hoc basis. See below.
Group Reporting
Detailed reports are available for all aspects of groups. Using the standard report filter, you can search specifically for groups by name, contact, or group members for detailed reporting.
Two ways to manage groups:
1 - Online Group Registration (via interactive site)
You can create dedicated group registration sites, so a group’s coordinator (attending or not attending) can register all their group members online in one process, and either pay for the whole group or assign payment to individual attendees.
This works well when every member of the group is ready to register and payment is being made at the time of registration.
This method also makes it easy to offer group discounts based on how many people are in the group, and to limit how many group registrations you'll allow.
OR
2 - Group Registration App
This specialized app lets group coordinators manage groups more flexibly, including importing individual members of a group, removing and adding members, sending out links for individuals to register, and processing payments either as a group, or assigning payments to individual attendees.
This works well if new members may join the group later, and/or if they’ll pay individually.
This method also makes it easy for group members to make their own changes later, and allows for more tailored communications to individual group members.
Group Accommodation Portal
This specialized portal helps with managing hotel bookings for groups. With this tool, group coordinators can view and manage their existing group members and accommodation bookings, add or delete group members, and make accommodation allocations as needed. Coordinators can easily stay on top of their accommodation block (in one or more hotels).
Making bulk changes to group membership status (remove or add)
You can use the Bulk Change Express Action to update multiple contact records' group status at the same time - either removing them from a group (unlinking them) or adding them to a group (linking them).
If you want to add people to a group, you'll need to make one attendee the Group Contact to create the group, if you haven't already done so.
Choose "Contact" as the module in the Bulk Change Express Action.
Use the Filter to select whose records will be changed by this Bulk Change (and check the Selected Records tab to ensure you've filtered correctly).
Scroll down and check the box for "Linking Option", then:
TO REMOVE EVERYONE IN YOUR SELECTED RECORDS FROM A GROUP:
Choose "This Contact is not linked" if you want to remove everyone in the Selected Records tab from a group (unlink them).
OR
TO ADD EVERYONE IN YOUR SELECTED RECORDS TO A GROUP:
Choose "This Contact is linked to a Group" (and select the correct Group) if you want to add everyone in the Selected Records tab to that group.
Making bulk additions to group members' records
You can use the Bulk Creation Express Action to make changes to everyone in a group's record, by filtering based on Linking before specifying what items you want to create.
Group Inventory - Accommodation example
Once you have defined a Group Contact, you can arrange for them to purchase group inventory of accommodation items(hotel room bookings) to be used by their group members. The Accommodation module is a bit different to other modules.
To set up Group Inventory, go directly inside the contact record:
Find the Group Contact.
Select + in the Accommodation module of their contact record.
Choose the Hotel and Room Type as required.
Check the This is Group Inventory check box.
Enter the number of rooms (total for the group - e.g. 5 rooms x 5 nights = 25 rooms)
Click the "Edit Group Sub block" button and allocate the number of rooms per night for your group inventory.
Enter the Payment Status (usually Purchase).
Save
The Group Contact's record will show the group inventory in purple.
Group members can be allocated rooms from this pre-purchased inventory by selecting the Payment Status of Group Inventory.
Registration, Function and Travel Group Inventory (on a contact record)
A Group Contact can hold group inventory for registrations, functions or travel.
While in the contact record, choose a new registration, function or travel option.
Choose the item.
In Payment Status, choose Purchase.
Again, the purchased Group inventory will show in purple on the group contact's record.
A group member (and even the Group Contact) who USES an item from this inventory will have the payment status of "Group Inventory" on the item.
In the Group Contact's group inventory item, there's a Group tab will show what's been allocated and to whom:
