Members-Systems Help

Help Topic: Group Events

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Group Events are events which are associated with a specific group, for which group members are automatically participants in the event..

For group events, all members of the group are automatically added to all future group events when they join the group and are removed from future group events when they leave. They remain as participants in past group events unless they are specifically removed from the event via the Events tab in their Members Details page.

How to make an event into a Group Event

When you create an event, or if you edit an event, select the relevant group from the dropdown box provided. If you want all subgroups to be included in the group event, ensue the box is selected - it is selected by default. Note that you will need to select an event status (see Event Participant Status and Roles) for group members which will now be part of the event. After the edit or creation, all group members will be participants in that event, but only if the event is in the future. To add participants to past group events, see below.

How to stop an event being a Group Event

When the event is created, leave the Group dropdown as '-None-' - the event will then be a normal event.

If the event is already a group event, set the Group dropdown to '-None-' and the event will become a normal, non-group, event. Note that all participants from the group will be removed - you should then select the participants to add to the group in the normal way - see Members taking part in an event - Event Participants.

How to add participants to a group event

When the event becomes a group event, all members of the group will become members of that event. You cannot add members who are not members of the group to the event. If it is necessary to retain the event as a group event for some reason, you may wish to consider creating a special group for the event, possibly with the original group as a subgroup to avoid changing membership of the group.

How to remove participants from a group event

Members are removed from participation in a group event only when they leave the group. However if a member is staying as part of the group but not taking part in an event, you may wish to consider changing their participation in the event to a non-active status. See Event Participant Status and Roles for details of active and inactive event participation status.

How to add participants to a group event that is in the past

If you have members who attended an event as members of a group, but the group event is in the past, you can add them to the event, for their records or for any other purpose by going to the Events tab on the Members Details page (see Viewing Member's Details). Select the 'Add member to past group events' button and then, in the confirmation screen, select the event (the selection will all be past group events) to which they should be added. Note that the member must be a member of the associated group before you can add them to the group event.