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Event Management

Events & Groups

Important: Check-In Suite does not use the Event Groups concept. This article is for My Groups and various attendance reports. You don't need to associate Groups with Events using the Groups or Events sub-pages. Use the Rooms & Groups or Rooms & Events sub-pages. The nightly Data Quality Routine creates Event Groups for any Groups in the Event Rooms table associated with future Events. This way, reports and tools that use Event Groups are still helpful while you transition to using Event Rooms as part of Check-In Suite.
  • You can associate Groups with Events to:
    • Make it easier to take attendance (for example, in My Groups or the Group Attendance Tool).
    • Make it easier to manage Groups (for example, the event displays on the group's calendar in My Groups).
    • Make it easier to run reports (for example, if you wanted to see event attendance specific to a certain group).
    • Use features in your PocketPlatform app, such as Group Curriculum.
  • To associate a Group with an Event, you can do one of the following:
    • Add the Group to the Rooms & Groups tab of your Event. The nightly Data Quality Routine then creates the Event Groups record;
    • Go to the Event record, click the Groups tab, then add Groups; or
    • Go to the Group record, click the Events tab, then add Events.
  • If you associate a Group with an Event, you can select the Groups option in the Copy window to copy the association into future Events in a series.
  • When you associate a Group with an Event, you create an Event Group record in the Facilities folder.
Note: To use Check-In Suite or the Group Attendance Tool, you must add the Group to the Rooms & Groups tab on the Event record.

Group Members Becoming Event Participants

Group Participants of a Group associated with an Event become Event Participants when:

  • They check into the Event using Check-In.
  • Someone marks them present in Check-In Suite.
  • Someone invites them or marks them as attended from the Portal My Groups page.
  • Someone marks them as attended from the Group Attendance Tool.
  • Spmeone marks them as attended in PocketPlatform Group Management.
  • They sign up for the Event on the Portal.

Associate Groups with Multiple Events

The easiest way to associate Groups with multiple events is to associate them when you create an Event series. Create your first Event, associate the Groups, and select the Groups option in the Copy window when you create the series. You can also manually associate a Group with existing Events.
  1. Go to the Events page.
  2. Select all Events you want to associate the Group with.
  3. Transfer your selection on the Events page.
  4. Go to the Groups page, and open the group.
  5. On the Events tab of the group, click Actions > Add Events.
  6. In the Events field, click the magnifying glass.
  7. In the selection drop-down, select the selection you created earlier.
  8. Click Confirm Selection.
  9. Click Add.

Associate an Event with Groups

You can manually associate an Event with existing Groups.
  1. Click the Groups page.
  2. Select all Groups you want to associate with an Event.
  3. Transfer the selection on the Groups page.
  4. Go to the Events page.
  5. Open the Event you want to associate with the Groups.
  6. Click the Groups tab.
  7. Click Actions > Add Groups.
  8. Click the magnifying glass in the Groups field.
  9. In the selection drop-down, select the selection you created earlier.
  10. Click Confirm Selection.
  11. Click Add.
The Groups you selected display in the Event's Groups tab.

Remove Associations Between Events and Groups

  • You must have Delete rights on the Event Groups page and the Groups tab of Events.

To end the association between Events and Groups, you must delete the Event Group records. This doesn't delete the Events or the Groups themselves, just the connection between them.

Warning: Delete with care! This is a powerful tool and you should use it with extreme caution. Any data you delete from MinistryPlatform is complete gone. To recover delete data requires Professional Services and incurs a cost. As such, you should limit this feature to Users trained to use it wisely and correctly.
Option 1: Delete from the Event Record
  1. Go to the Events page, and open the Event record.
  2. Click the Rooms & Groups tab.
  3. Select the Groups to remove.
  4. Click Actions > Delete.
  5. Click Delete.
  6. Click OK.
Option 2: Delete from the Group Record
  1. In the Advanced menu, go to Facilities > Event Groups.
  2. Clear any existing selection.
  3. Select the records to remove.
  4. Click Actions > Delete.
  5. Click Delete.
  6. Click Delete.
MinistryPlatform

Last updated: September 3, 2024