What is a Group
Groups are used to segment different types of People that are part of your Event or Community. This is helpful to manage their permissions and to communicate more efficiently with each Group separately.
Why are Groups useful for your events
Groups allow you to :
Manage permissions to allow or block a feature (or vibility)
Manage meeting request rules
Target event emails
Target event notifications
Define products creation quotas for exhibitors
Allow/Disallow to register a session
Target interstitial ads
For each event, 3 default groups are created and automatically filled:
Members
Speakers (contains by default all people linked to a session as speaker)
Exhibitors (contains by default all people linked to an exhibitor as member and all exhibitors)
Default groups can be renamed but not deleted.
How to create a group
Groups can be managed both at Community and Event level.
Groups can be filled by 3 means:
via an Excel file (adding group name in column "Group" for each people)
via Synchronisation (mapping ticket or category in a group)
Manually (specify the group in each attendee details)
When creating a new group, you can initialise it:
with the same preferences (emails and some permissions) than an existing group.
without specifying an existing group, so emails will not be assigned and meeting rules will not be created for this new group, and the attaching rightd will be all enabled by default.
How to create a group at community level in the Studio
To create a group at community level :
Open the community you want to create a group in
Go to Community Builder
Navigate to Groups & permissions
Click on Add a group
You have the option to create a new group with the same settings as any default groups. The new group will have the same permissions as the default group you've selected.
How to create a group at event level in the Studio
Open the event you want to create a group in
Go to Event Builder
Navigate to Groups & permissions
Click on Add a group
You have the option to create a new group with the same settings as any default groups. The new group will have the same permissions as the default group you've selected.
How to manage permissions for your events' groups
Each group has his own permissions.
By default, groups have all the permissions, it means that there is no restrictions, so group members can do all actions.
How to manage attendees' permissions for your event
Attendees' groups include Members, Speakers and any group you've created with the same settings as these groups.
For attendees' groups, you can edit :
Community parent group ( if the group has been created at event level);
Who and what they can see
You can either enable it for all groups and enable it under condition. These conditions are defined by the custom fields.
Custom fields can be created to use as conditions in this section to determine what each Group type is allowed to see in terms of People, Exhibitors, Sessions, and Items. To learn how to create custom fields, please refer to:
3. If they can chat with exhibitors
4. Lead Capture
They will be able to scan participants' badges met on site in order to save their information, using the badge reader included in the mobile app.
How to manage exhibitors' permissions for your event
Exhibitors' groups have three different types of permissions.
General : this tab is similar to the other groups, save for the option to decide if they will be able to add members.
2. Exhibitor profile : here you can define the fields that exhibitors can edit on their company profiles.
You can also define if they're allowed to add documents, links and items to their profile but also define a limit.
3. Lead Generation
Here you can enable various lead generation feature for the exhibitors. To know more, click here.
How to handle attendees in multiple groups
If a member of your Community or someone who is attending your Event is part of multiple Groups, only the Group with the highest priority will be taken into account to define their permissions, the content they can access, the emails they will receive, and people they can network with.
You can change the priority of the Groups by changing their order in the Studio – the first in the list has the highest priority:
How to delete a Group
It is not possible to delete the three Groups available by default (Attendees, Exhibitors, Speakers). However, you can delete any custom Group that you have created.
For this, click on the Edit "pencil" icon, and scroll all the way down in the right-hand-side modal and hit Delete.
