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Groups

Events and Programs

Important: Check-In Suite does not use the Event Groups or Program Groups concept. It is not necessary to associate groups with events via the Groups or Events sub-pages. Instead, use the Rooms & Groups or Rooms & Events sub-pages. The nightly Data Quality Routine creates event groups for any groups found in Event_Rooms table that are associated with future events to make reports and tools leveraging event groups available.

Groups & Events

  • Any Group record can be related directly to any Event record. When a Group is related directly to an Event, the following occurs:

    • The Group can check into the Event using the Check-In system, as long as the Event Group's Closed field is set to No.
    • The Group sees the Event on the Event Calendar found on the My Groups area of the Portal.
    • The Group leader can take attendance through My Groups.
    • Staff can post attendance for the Group after the Event using the Roll Scan Tool or Group Attendance Tool.
    • Individuals can be added to a group from the Check-in system in Attended Mode.

  • Any single or recurring Event record created by a Group leader from the My Groups section of the Public Portal is directly related to their Group.

  • When copying an Event, the user can elect to copy the associated Group records. If the copy includes a recurring series, each of the Events in that series is associated with the Group.

  • The association between Events and Groups can be removed. See Remove a Group from an Event.

  • Reference Events & Groups and Rooms & Groups for more information about how Events relate to Groups.

Groups & Programs

  • Any Group can be related directly to any Program:

    • This relationship implies that the Group is going to engage in some or all of the events hosted by the specified Program.
    • By creating a list of Program Groups, the user can avoid managing a separate list of Event Groups for each Event.

  • It is acceptable for a Group to exist that is not associated with any Programs:

    • Its usefulness might be for tracking ministry involvement and communicating with members of this Group.
    • In the rare event that the Check-In system is used for this Group, it can be added directly to an Event.

  • This association can be seen on the Groups sub-page of a Program and on the Programs sub-page of a Group. If an Event is associated with a Program with Program Groups, these Groups do not show on the Groups sub-page of the Event record.

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Last updated: May 7, 2024