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Event Management

Events and Groups

Important: Check-In Suite does not use the Event Groups concept. This article is for My Groups and various attendance reports. It is not necessary to associate Groups with Events via the Groups or Events sub-pages. Use the Rooms & Groups or Rooms & Events sub-pages. The nightly Data Quality Routine will create Event Groups for any Groups found in the Event Rooms table that are associated with future Events. This way, reports and tools leveraging Event Groups are still valuable during the transition to using Event Rooms as part of Check-In Suite.
  • You can associate groups with events to:
    • Facilitate attendance-taking (for example, in My Groups or the Group Attendance Tool).
    • Facilitate Group management (for example, the event displays on the group's calendar in My Groups).
    • Facilitate reporting (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 will then create 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 copy the association forward into an event series by checking the Groups option in the Copy window.

  • When you associate a group with an event, an Event Group record is created in the Facilities folder.

Note: In order 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 in one of the following ways:

  • 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.
  • Signing up for the Event on the Portal.

Associate Groups with Multiple Events

The most straightforward option for associating groups with multiple events is to do so 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.

But, if needed, you can manually associate a group with existing events.

  1. On the Events page, select all 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 group.
  4. On the Events sub-page of the group, click Add.
    1. Click the [...] next to Events.
    2. In the selection drop-down, choose the selection you created earlier.
    3. Click Confirm Selection.
  5. Click Save.
  6. Repeat these steps for any additional groups you want these events associated with.

Manually Associate an Event with Existing Groups

You can manually associate an event with existing groups.
  1. On the Groups page, select all 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 event.
  4. On the Groups sub-page of the event, click Add.
    1. Click the [...] next to Groups.
    2. In the selection drop-down, choose the selection you created earlier.
    3. Click Confirm Selection.
    4. Click Save.
  5. Repeat these steps for any additional events you want these groups associated with.

Remove the Association Between Events and Groups

  • Delete rights are required on the Event Groups page and the Groups sub-page of Events.
DANGER: Delete with care! This is a powerful tool and should be used with extreme caution. Any data deleted from MinistryPlatform is completely gone. Recovering deleted data requires Professional Services and incurs a cost. As such, this functionality should be limited to users who are trained to use it wisely and correctly.
To end the association between 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.
Option 1: From the Event Record
  1. Go to the Events page, and open the event record.
  2. Click the Groups tab.
  3. Select the groups to remove.
  4. Click Delete.
  5. Confirm the deletion.
Option 2: From the Group Record
  1. Go to Facilities > Event Groups.
  2. Clear any existing selection.
  3. Select the records to remove.
  4. Click Delete.
  5. Confirm the deletion.
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Last updated: May 7, 2024