Rock U - Event & Calendar - Group Placements v13

Transcribed Video Content

In event registration, usually at the end, you can choose to have people put into a group. But sometimes, though, you might want to wait and do that later. So let's say you have a sports ministry where you want to sort people into different teams, or you have a summer camp registration where you want to sort people into different buses or cabins. The group placement feature in Rock makes this really quick and easy. So, let's take a look using the summer camp example. Okay. So, to start, we're going to go to tools and event registration. And we're going to start at the template level. So, we have a couple of summer camp instances. I'm going to pull up the summer camp template here, and we're going to edit the template. And this is where we're going to define our placement groups. Now, these groups have already been created in, in the group viewer, and so they're already there. We're just gonna be tying them to this registration template. So, let's go ahead and add one and see what it looks . We'll start with doing activities. Okay. And we have a group type that we made that's specific to camps. You don't have to, but, but that's what we did. And for activities, we'll do we'll do an icon. Okay. Now, you can choose to allow multiple, and that just means can one person be assigned into multiple, in this case, activities? And and, yes, we want that. We want camp participants to be able to participate in more than one activity. So, we're gonna have allow multiple checked. And then, have shared groups. And just it says, shared groups are linked as placement groups to each registration instance of the template. So, even if you have multiple registration instances, registrants from both of those instances can funnel into the same group. If you don't set up a shared group, then the groups are instance specific. So if you had maybe an instance for boys and an instance for girls, you can have it so that only boys sign up for boy groups and girls sign up for girl groups, something that. In this case, we're going to make the activities shared. So, we're going go ahead and add the groups that we have for activities here to this configuration. Okay. So there we added our three groups, and remember that these are shared. We're sharing the activities groups. So we'll go ahead and save that. Next, we're gonna go ahead and, add a new configuration for our buses. And, again, that's gonna be the same group type, and we'll do we'll give it an icon. Now, for buses, we're not gonna allow multiple because we only want one person and one bus. You can't be in multiple buses. So, we're gonna we're gonna turn that off, and we're not gonna define any shared groups. So, buses are gonna be unique to the registration instance. We'll go ahead and save that. And then we're gonna add one more for our cabins. Okay. So now we've got a a few different placements configured at the template level, so we'll go ahead and save. Now, if we pull up an individual instance of that template, you'll notice we have a couple extra tabs down here that weren't there before. So, we've got a tab for our activities, our buses, and then our cabins. So, the first thing that we want to do, and we have some of these turned on, is to check out the settings that are available here in the icon from the top right corner. You can choose to highlight genders, so that'll make boys blue and girls pink. You can choose to show fees. You can show registrant attributes. So if you wanted to show their cabin preference and their leader preference, maybe to help place them into cabin groups, you can do that. There's also additional filters that you can put on here, you can filter for leader preference cabin preference, that kind of thing. And then down below, you have the, group configuration. So, you can display, specific group attributes or group member attributes. And if you want, you can hide groups that are full, so so you can't keep adding people into them. But we'll leave those settings the way they are currently, and we'll save. And as you can see, we've got our pinks and blues. We can see the leader preference and cabin preference. We've got our, group attributes that are displayed here. And as you can see, we've got a few people, already added into these groups. So, what you'll notice is that even though Alex has already been added, which we did by just clicking and dragging Alex, and and Noah just from the left and to the right, that's how you place them. And as you do this, they're added to these groups as members of these groups. So, we've got them all added. Now, you'll notice when I added them, their name didn't come off the list. And that's because activities we configured to allow multiple. And so, we'll see what that that looks on buses in a second. But, right now, I just want to highlight that, these groups are shared. Because as you'll recall, we added these groups manually, and they are shared. Okay. So, let's go ahead and look at buses. Okay. Now, I come down here, we still have our registrants, but there's no groups, because we didn't define that at the template level we did for activities. Because these groups are gonna be specific to the instance. So, we need to add a group, which we can do from here. And we can either add a brand new group, and it'll be of the type that we defined at the template level. So, it'll have to be that summer camp group type. But you can create a new group here, including any group attributes that exist. You can add an existing group, so you can pick and find an existing group. Or you can add multiple groups by picking its parent group. And that's actually what we're gonna do here to save some time. So, this is for buses. So, I'm just gonna click the buses parent group, and save. And then as soon as I do, those groups are added, into the screen here. And you'll notice they're added with this tag, Summer Camp twenty twenty two. That's because they're specific to the instance. Right? They're no longer shared across instances using this template. And so it it takes the the instance name and uses that as a tag. So, now that we have buses here, we can start placing people into buses. And this time, you'll notice that when we do, the name disappears from the left. And that's because we decided to not allow multiple for buses. Right? Each person gets one bus. So, that's how you can sort registrants into groups, but that's one way of doing it. There's another way of doing it back from the template level. So, if we go back to our summer camp template, you might notice that there's a new little icon down here with the double crossed arrows, and that'll take you to, to a placement screen. And here, we have all of the, registrants from both summer camp instances. And you can see which instance they're a part of because it's printed right on there. So if we were to go look at buses, for instance, we have the full list of registrants here. But remember, buses are specific to the instance. So if I try to take somebody from a different instance and put them onto a bus, it's not gonna let me because, it's not set up to be shared. So, only those shared groups, how we have, activity set up, would allow you to place people from different instances into a group. And that's how group placements within event registration works. So, for more information on group placements or event registration in general, be sure and check out our event and calendar guide posted to the Rock Community website. And thanks for watching.