Basics

• You would associate Groups with Events to:
  • Facilitate attendance-taking (for example, in My Groups or for the Group Attendance Tool). 
  • Facilitate Group management (for example, the Event would appear on the Group's calendar in My Groups).
  • Facilitate reporting (for example, if you wanted to see Event attendance specific to a certain Group).
  • Utilize features in your PocketPlatform app, such as Group Curriculum.
• To associate a Group with an Event, you can either:
  • Add the Group to the Rooms & Groups subpage of your event. The nightly Data Quality Routine will then create the Event Groups record;
  • Go to the Event > Groups sub-page > Add Groups; or
  • Go to the Group > Events sub-page > Add Events.

• If you associate a Group with an Event, you can copy the association forward into an Event Series by checking the Groups box on the copy window. 
• When you associate a Group with an Event, an Event Group record is created in the Facilities folder.

Group Members becoming Event Participants

Group Participants of a Group associated with an Event become Event Participants by either:

• Checking into the Event using Check-In;
• Being marked present in Check-in Suite;
• Being invited/marked attended from the Portal My Groups page;
• Being marked as attended from the Group Attendance Tool;
• Being marked as attended in PocketPlatform Group Management; or
• Signing up for the Event on the Portal.

Associating Groups with Multiple Events

The most straightforward option for associating Groups with multiple Events is to do so when you create an Event Series. Simply create your first Event, associate the Groups, and check the Groups box on the copy window when you create the Series. 

Another option is to manually associate a Group with existing Events. To do so:

1. On the Events page, select all the Events you want the Group to be associated with.
2. Save the selection on the Events page.
3. Go to the Groups page, and open the desired Group.
4. On the Events sub-page of the Group, click Add.
   • Click the [...] next to Events.
   • In the selection drop-down, choose the selection you created in Step 2.
   • Click Confirm Selection.
   • Click Save.
5. Repeat Steps 3 and 4 for any additional Groups you want these Events associated with. 

Another option is to manually associate an Event with existing Groups. To do so:

1. On the Groups page, select all the Groups you want the Event to be associated with.
2. Save the selection on the Groups page. 
3. Go to the Events page, and open the desired Event.
4. On the Groups sub-page of the Event, click Add:
   • Click the [...] next to Groups.
   • In the selection drop-down, choose the selection you created in Step 2.
   • Click Confirm Selection.
   • Click Save.
5. Repeat Steps 3 and 4 for any additional Events you want these Groups associated with.

Removing the Association between Events and Groups

To end the association between specific Events and Groups, you need to delete the Event Group records. This process doesn't delete the Events or the Groups themselves, just the connection between them. To do so, delete rights are required on the Event Groups page and the Groups sub-page of Events.

To delete Event Groups, you can either:

• Events page > go to the Event > Groups sub-page > select the Groups to remove > click Delete > confirm deletion.
• Facilities > Event Groups page > clear selection > select the records to remove > click Delete > confirm deletion.