The Group Structure is the hierarchy in which sessions and programs are organized within the application. A crucial part of setting up your account, your Client Success Team will work closely with you to set up a group structure that meets your organization's programmatic needs.
In this article:
- Group Structure Overview
- Group Structure Organization
- Group Structure Considerations
- Group Structure Examples
Group Structure Overview
The group structure is the foundation of your account. Groups refer to the different hierarchical levels of the organization's sessions and programs that the application uses to create the group structure. Using the levels of the group structure, you can run reports and filter your participants specific to each level. Each level also allows for customization of the Health Profile forms and registration add-ons and coupons.
Your Client Success Team will make recommendations for how to set up your group structure in the most effective way for your organization, taking into consideration the following:
- The different participant forms required for each group
- How your organization will want to filter and run reports on your participants
- How your organization wants to provide or limit access for your providers
Important: In order to make the launch process as smooth as possible, we recommend communicating your session/program information and reporting preferences to your Client Success Team as soon as possible. This will aid in setting up the best possible group structure for your organization.
We encourage you to check out our Group Structure videos to learn more about how group structure can impact your participant forms and reporting needs.
Group Structure Organization
Imagine the group structure as a tree. It will branch out into different subgroups, which may include year, location, participant type, classes, programs, etc., and will continue to branch out until reaching the actual session/program for which participants register. A group structure can include as many different levels as needed.
A simple group structure might include only two groups, for example, one group for the Year or Season, and another group for the Session. A more complex group structure might include several groups, including Participant Type (e.g. Camper/Student and Staff), and Year or Season.
The Group Structure Diagram below gives an example of a more complex group structure, listing the Location, Year/Season, and the Session for each program.
If your organization is using your own registration system, your Client Success Team will work closely with you to ensure that your group structure aligns with how information is organized in your current registration system to allow for efficient imports. We recommend that you export all of your participant and program information from your current registration system, and share this file with your Client Success Manager.
Group Structure Considerations
Using subgroup restrictions, your Client Success Team can customize the questions that appear in participants' health forms and registration based on the session(s) in which they enroll. We understand that some organizations need specific questions to show for specific groups within their group structure. For example, some organizations may have specific questions for Campers versus Staff, therefore we can work with you to set restrictions for these questions at the Camper or Staff level to achieve this.
An effective group structure allows for simple and efficient filtering capabilities, making it easy to run reports on the groups most often viewed together. We understand that every organization is unique and has particular reporting needs. For example, some organizations may have some programs with multiple weeks, while some may have weeks with multiple programs. In this case, we would consider whether the organization will more often want to run a report to filter for all participants in the same week (with different programs), or if they will more often want to run a report of all participants for the same program (over different weeks).
If your organization would like to limit access for your providers to certain groups or types of participants, the group structure can be used to organize what profiles your providers see. For example, some organizations may want to limit their provider's access to a specific location or to a specific session. Depending on the complexity of your group structure, your Client Success Team may be able to help you organize your group structure to make it easier to assign access for your providers each year.
Group Structure Examples
Each group structure reflects the unique sessions/programs, participants, and reporting needs of each organization they represent. No two are alike! We are happy to provide examples of group structures to give you an idea of the layout, but please note that they will vary greatly between organizations.
Check out the sample group structure spreadsheets and diagrams below: