Group Registration

For many camps, schools, and youth-serving organizations, hosting groups—such as youth groups, scout troops, school clubs, or athletic teams—is essential. Managing group enrollments manually through spreadsheets creates communication bottlenecks and administrative overhead.

The Group Registration feature simplifies this process. It allows a designated Group Organizer (teacher, coordinator, chaperone, coach, or youth leader) to reserve a block of spots upfront, manage enrollment, add additional Organizers, make payments, and distribute unique registration links to families—all within a secure, cloud-based platform.

Prerequisites & System Rules

Before enabling Group Registration, please review these key requirements:

• Existing Participants: You cannot enable Group Registration for a group or session that already contains individual registrants.
• Irreversible Setting: Once enabled for a session, Group Registration cannot be converted back to an individual registration session.
• System Restrictions: Group registration sessions cannot use age restrictions, sex-based capacity limits, or waitlists.
• Pre-created Groups: Core groups must exist in your platform before session configuration. Contact your Client Success team if you need assistance adding new session structures.

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How to Set Up Group Registration

Follow these steps to configure a new group registration session:

1. Log in to the Provider Portal and navigate to Registration Setup.
2. Select the intended session.
3. Scroll to the bottom of the session settings and check Enable group registration.
4. Configure Group Parameters (Optional):
   • Flat Fee: A single per-event fee charged to the group, regardless of participant count. (Cannot be combined with per-person Tuition).
   • Per Person Fees: Calculates total costs by multiplying tuition and deposit by the number of reserved spots.
   • Minimum Group Size: The smallest number of spots an organizer can reserve in a single order.
   • Maximum Group Size: The maximum number of participants allowed per group.
     1. Note on Competitive Launches: If total session capacity drops below an organizer’s set Minimum Group Size before they complete checkout, the registration will fail. If this occurs, temporarily lower the minimum limit or adjust session capacity in Registration Setup.
5. Click Save.

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Using the Group Registration Dashboard

Navigate to Groups >> Group Registrations to access your central management hub.

Key Dashboard Metrics & Tools

1. Overview Snapshot: Displays total Reserved spots (held by organizers) versus Registered spots (individual profiles completed by families).
2. Capacity Counter: Displays live event progress against maximum session limits (e.g., 99 / 200).
3. Search & Filter: Instantly filter lists by session name or sort by registrations, add-ons, or coupons used.
4. Export & Print: Download a complete .csv spreadsheet or generate printable PDF summaries using the top-right toolbar buttons.
5. Direct Registration Links: Click the chain-link icon (🔗) in any row to copy a group’s unique registration link if an organizer loses theirs.
6. Balance: Displays the current balance associated with each group reservation, allowing Providers to review a group’s balance without opening an organizer’s individual profile.
7. Organizer Management: View, invite, or remove co-organizers. Primary organizers can also be changed within this view.

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Group Organizer Workflow & Core Actions

1. Session Selection: Organizers access registration either via a direct link provided by your organization or by logging into the Participant Portal.
2. Account Authentication: First-time organizers create a profile; returning users log in.
3. Reservation & Payment: The organizer enters their group name, selects the number of spots, chooses group-wide add-ons, applies coupons, and pays the required deposit or flat fee.
4. Link Distribution: Upon checkout, the system generates a unique registration link and emails a confirmation to the organizer. The organizer distributes this link to participants, parents, or guardians via email, social media, or web portals.

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Managing Additional Organizers

Primary organizers can delegate management tasks by adding Additional Organizers directly in the Group Organizer Portal.

How Organizers Add Additional Organizers

1. In the Group Organizer Portal, select Manage next to the active reservation.
2. In the Organizer Management side panel, click Add Organizer.
3. Enter the Additional Organizer's email address and click Add.
4. The Additional Organizer receives an email invitation and accepts by logging in and designating their profile.

How Organizers Transfer Primary Ownership

Organizers can click Swap Primary Organizer Role in their portal panel, select an Additional Organizer, and confirm the transfer.

Provider Actions

Providers can view, add, remove, or even change Organizers for any group directly from the Group Registration Summary table.

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Shared Group Balances & Payment Management

• Real-Time Financial Visibility: All Organizers assigned to a group view the exact same live balance on their dashboard.
• Flexible Payments: Any Additional Organizer can click Make Payment in their portal to submit credit card or account payments toward the group balance.
• Shared Balance Updates: Payments made by any organizer reduce the group’s remaining reservation balance and are reflected for all organizers managing the reservation.
• Financial Ownership: The reservation balance remains associated with the primary organizer. Allowing an additional organizer to contribute a payment does not transfer ownership of the reservation or reattribute its financial records.

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Managing Group Capacity & Reduction Requests

Increasing Capacity

Organizers can increase their total reserved spots at any time through the Group Organizer Portal, provided overall session capacity allows.

Requesting Capacity Reductions

To prevent uncaptured inventory and enforce organization policies, spot reductions require provider review.

1. Organizer Request: The organizer enters a lower number under Capacity Management in their portal and clicks Request Reduction.
2. Provider Notification: A notification alert appears in the Provider Portal news feed ("Group Capacity Reduction Requested").
3. Provider Decision: Navigate to the organizer's profile under Registrations and click Accept or Deny on the pending request banner.

Important: Accepting a reduction request releases held spots back into session inventory. It does not automatically process refunds. Financial adjustments must be handled separately using Custom Adjust or Refund.

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Participant Data Collection & Provider Access

Once an organizer shares their unique group link, families complete individual registration and health profiles.

• Single Link for Multiple Sessions: When a group reservation includes multiple selected sessions, the organizer can distribute one attendee registration link. After following the link and logging in, participants or parents/guardians see the sessions available through that group reservation and select the appropriate option before continuing. Participant Session selection is self-directed, so clear session names are important to help attendees choose correctly.
• Register Multiple Participants: Parents or guardians can use the same group registration link to register multiple participants during the same authenticated session without logging out between registrations.
• Direct Registration Routing: Group attendee links direct users into the registration experience, removing the additional step of locating “Register for a New Session” within the Participant Portal.
• Automated Capacity Shutoff: Registration links automatically deactivate once all reserved spots are filled. If a registration is canceled, the spot reopens immediately.
• Granting Profile Access to Organizers: Group Organizer access alone does not provide access to participants' health information. Completion percentage visibility is available to Organizers without granting access to the underlying forms or protected participant information. Organizers must be registered as Providers at the specific session or group level to view detailed health logs, medication histories, or participant profiles.

Steps to Register an Organizer as a Backend Provider

1. Search and open the Organizer’s profile in the Provider Portal.
2. Click the Registrations tab.
3. Click New Registration and check the box for Provider.
4. Select Current or Upcoming and choose their specific group or session.
5. Click Register.

6. 

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On-Site Preparation & Reporting

1. Tracking Readiness: Coach group organizers to log into their portal to monitor profile completion percentages and follow up on missing health forms before arrival.

2. Custom Lists: Use the List Builder tool in the Provider Portal to filter participants by specific Group Organizers.

   

3. Downtime Reports: If an organizer’s responsibilities require access to participant information while offline, ensure they have the appropriate Provider permissions before generating reports containing participant health information. Follow your organization’s existing privacy and security procedures when storing, transporting, or disposing of printed participant information.

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