Group Type and Sub-Group Type Setup

If you haven’t already, it is helpful to read the ‘Group Types Overview’ article.

Creating Group Types

First you need to set up your Group Type.  This is the primary way your attendees will be organised at your event.  This worked example will organise attendees into groups based on age.

Click on the create button to create your main Group Type.  You will see the following screen: 

This will take you through Group Type set up.  You will first need to give your Group Type a name.  This needs to be the name associated with all the groups within the Group Type.  So for example, attendees to be sorted by age, the Group Type could be called ‘age groups’ (they can then later be sorted into specific ages using groups).  This Group Type has no parent group type as it is at the top of the grouping structure.

If you check the box labelled ‘groups of this type can have specific volunteers’ a pick list menu of volunteer roles will appear.  You can then select the roles which are associated with this type of group. To continue the example above, specific volunteers for ‘age groups’ might be called age group leaders.  If this box has been checked then when you go to the groups section of the navigation bar within an event you will be able to edit the groups and sub-groups and here assign the specific volunteers for that event to the group or sub-group.

If this Group Type will not have any Sub-groups you can set a maximum number of attendees here.  If this Group Type will have sub-groups leave this field empty and set maximum numbers within the Sub-groups.

You can choose how attendees will be allocated into groups within this Group Type.  The options are; manually by admin, automatically by age and automatically by evenly filling each group. Since in the example above the group type is ‘age groups’ the attendees should be allocated by age.  If you choose manually by admin then any Sub-group Types of this Group Type will also be set to be allocated manually by admin.

If you would like this Group Type to be printed on the attendees badges you will need to check the box labelled ‘print group allocation on badges’.  If this box is checked and badges will be sent out to the attendee, make sure that this group allocation will not change between the acceptance of the application and the start of the event or the information on the badge will be incorrect. 

You can then choose if you would like registers to be generated for this Group Type. It would include all of the attendees allocated to each group.  So in the example, registers for ‘age groups’ would produce an individual list of all the attendees in each of the age group groups.

Creating Sub-group Types

You may wish to split your groups within a Group Type into smaller groups (Sub-groups).   To do this you would need to create Sub-group Types within the Group Type. In the diagram above the fist example shows a Group Type of ‘sports’ and Sub-group Type of ‘age groups’ and the second example shows a Group Type of ‘age groups’ and a Sub-group Type of ‘small groups’.

To create a Sub-group Type you again begin by clicking on the create button but this time you would assign a parent group type as you are creating a Sub-group Type.  The parent group would be the Group Type or Sub-group Type which would be being divided into smaller groups.

Again you can assign specific volunteers to these groups if you desire, small group leaders or small group helpers, possibly.

As this is a Sub-Group type you would want to set a maximum number of attendees.  This means that as the attendees are allocated into these sub-groups they cannot exceed a maximum number.

You can then again decide how to allocate the attendees to the sub-groups.  If the parent group was allocated by age you might want to allocate the attendees evenly across these sub-groups.  If the parent group was set to be allocated by admin then the sub-group will need to be allocated by admin too.

If you would like the allocated group to be printed on the attendees badges you will need to check the box labelled ‘print group allocation on badges’.  If this box is checked and badges will be sent out to the attendee make sure that this group allocation will not change between the acceptance of the application and the start of the event or the information on the badge will be incorrect. 

You can then choose if you would like registers to be generated for this Sub-group Type. It would include all of the attendees allocated to each group.  So for example, in diagram 2, registers for ‘small groups’ would produce lists of all the attendees in each of the individual small groups.