Rock U - Event & Calendar - Group Placement

Transcribed Video Content

Often event registration isn't done yet even when you have all the information collected. And that's especially the case if you're doing something an event where you're setting up sports teams or even a summer camp, and you eventually have to place people into groups, but Rock's group placement features make that a lot easier. Let's get into it right now. Alright. Let's prepare ourselves for group placement. So we'll start by going to tools, then event registration, and select the template that you've created. I'm gonna edit the template. Now we're gonna scroll a little bit, click placement configuration. And we have nothing here right now, but I'm gonna add a new placement configuration. I'm gonna call it activities, and I'm gonna give it a tabular icon here. And I'll show you later where this actually shows up, but it's a really nice touch, so I suggest adding one. Then we have a setting here, allow multiple. Now imagine for activities, we're placing students from a summer camp into activities that they can participate in. If we want them to be able to be placed multiple times and do multiple activities, then we'll need to click allow multiple. So we'll select that. Then, also, here, we have the opportunity to add shared groups. Now on the instance level, you can add groups for placement. But if you want a group that's available in this template for every single instance, you can add it here. So I'm gonna add for activities. I'll do that real quick. Okay. And I've got all the shared groups I want here, so I'm gonna click save. Gonna add a couple more placement configuration pieces, and then gonna skip ahead. Great. I've got all of the placements here that I'd . And one difference I wanna pick out here is that for shared groups, we actually didn't add any for cabins. So I'll show you what that looks later. And we've also set allow multiple to false for both of these placements. Now we'll go ahead and save. And we've done this on the template level, and I'll show you what it looks for an instance. But first of all, you can see here there's a bulleted list of all the group placements, and you can do this so that for every person under this template, you can place them all at once. So this is multiple instances of people here. But we're gonna go back, and we're gonna explore instances. So here's summer camp twenty '25. And, again, we have a bulleted list where we can place everyone from this instance at one time into one group placement. But if we scroll down, click on registrants, here's a very targeted view. So we have all the registrants here, and we have this little area where you can see those tabular icons that we added earlier. And it it's pretty cool because if you did select allow multiple for a group placement, you can actually see how many groups someone's been placed in. You can see whether they've been placed at all or if they've just been placed in a group where allow multiple isn't allowed. So we see here for Alex Decker, she isn't yet in a cabin. So we're gonna click here, and we get the opportunity to place just Alex Decker. And one thing you'll notice here for cabins is, again, we didn't add a shared group. So we're gonna start adding groups here. There's multiple options including leveraging groups you already have or adding multiple groups all at once, but we're gonna add a new group here from scratch. It's gonna be the placement group's parent group. We'll just call it green cabin, and you can pick a campus for this. Then we have group capacity. Let's just say this cabin can hold five people. That means you won't be able to add more than five people to this group. And we can add a description if we'd . Then we actually have an attribute here. The way we got this is it is inherited from the group type of the placement group here. So this parent group's group type had this attribute on it, meaning we can actually use it in, for this placement. So we'll say parent approval required. No. Click save. Boom. There is our first group here, and we can start placing right away if we want, But I'm gonna skip ahead and add a couple other groups. Great. All those groups are added. And if you wanna have a bit more space here, you can collapse each group. And we get a bit of information here already such as what's the group capacity, how many members and leaders are here, but there's a lot more we can see. And we're gonna start by opening up the number of people to place here. So we clicked on Alex Decker, but if we wanna see more people to place, just click x here. And here are all the unplaced people from this instance. So the best part about group placement is it makes it really simple to get the right people to the right place, and I'm gonna show you how we do that fast. First of all, you can sort people. So right now, we're looking at people in the first name, last name order. You can make it look however you want, whatever makes scanning easier for you. Then you can click gender highlighting, and that means men are highlighted as blue. Women are highlighted as pink. And once you place someone and collapse, you can see the number of males, females. If it hasn't been placed yet on this person's profile, what their gender is, it'll just be grayed out. But we also break it up within this group about whether it's female or a male, and this is just for visibility purposes, you can toggle it on and off. Then here, we can toggle details. And I just clicked it, and you might be thinking where's all the information? But we haven't really set that up yet. So if you click settings here, there's a lot more we can show for each person for placement purposes. So first of all, you can pick whether you wanna show the fees that are associated with this placement. We're not gonna do that right now. You can pick source attributes. There's some specific person filters for all kinds of demographic related things or even data views, and this helps you filter down the number of people you're looking at. Then you can also pick the campus for the destination group. You can hide full groups. So say you have a capacity of five. Once it's met, you won't be able to see that group anymore. Then you can pick what group attributes are displayed and what group member attributes are displayed. Now something I wanna explain here is here you see source attributes and destination group attributes. This is the source group. This is where people are coming from, and where people are being placed into is considered the destination group. So here, if we add a source attribute of leader and cabin, we'll do that, then we'll just let all these attributes be seen. Click save. And now since we have this info going for us, we can see all those attributes that we just set up. So we get a ton of information that makes it easier to place people such as this person wants to be with Ted, so we're probably gonna place him with Ted. And they want the explorer's cabin. There's no such thing, so too bad for them. If you wanna get through people a little bit faster and say you have a big long list, it's easy to pick who you wanna see. You can use attributes. Again, you can pick cabin, and you can apply those filters to get less people shown here. You can also search through people quickly. You can filter on destination groups. And if you want to have a bigger canvas to make placement even easier, you can click this full screen mode over here. One last thing that makes placement a lot faster, I'm gonna show you right here. If you click command on Mac or control on Windows, and while you're holding that, you click multiple people, you can move multiple people at once. Look at that. Group placement is just so much easier with Rock. This has been group placement. I hope you've seen it super simple in Rock to get a lot of people into a few groups and to make event registration super simple. If you wanna learn more about event registration, please watch our other Rock U videos on the topic, and have a great day.