A great overview of Group Systems and common build best practices when using a group set-up. Learn more in the step-by-step below the video.
What is a group system?
A group system means you want to have one main contact or user register multiple people under one account. This can look like:
- Parent registering children
- A company contact registering colleagues
- One person registering a group of people for an event or training
Think of the “Head Level” as the folder for all the people in the “Sub Level”. It is possible that the head level contact is ALSO a sub-level user, or in the case say of a family, that the parent is the “Head Level” while their children are the “Sub-level” users.
Once you create a group system template in Regpack, the best place to begin editing the system structure is in forms.
All templates include the basic forms you’ll need, however you can rename fields, add or remove fields, insert your organization’s terms and conditions, and more.
Parent forms are where forms completed by the parent that are applicable to all children will be. Think: Family information (parents, address, phone numbers, emails) and emergency contact information. You can also include terms and conditions on the parent level if they only need to be signed once per family, and not per child.
If the person registered is also a sub-level account, ask for only group information at the head level. For example, if a parent is registering for a family camp where each family member’s information is required, make sure to allow for parent and child registration at the sub-level, and ask for ‘family information’ at the head level.
On the Child level, child forms include the information you need to gather for every child that will register in this family. So that will be child name, grade, age, etc as well as program selection, since you’ll register each child for specific programs.
Note that in the screenshot above, you see the terms “parent” and “camper”. You can change the terms used in your system to best match the language of your organization internally, by heading to Settings, Project Settings, and the “General Tab”. There you’ll see “Applicant Naming” and can change the language settings:
If your group system is made up of coordinators registering a group of people, the same logic applies. You’ll want to include forms on the head level that only need to be completed once per group, and then forms on the sub level that are needed for EACH sub level user.
For a company registering employees for a conference, the head level might be 1 form that includes the company information and company contact, while the sub level forms are each employee, their personal information, and product selections.
Creating Products for Group Systems
Notice that on the child level, each child has a “Program Selection” form, a “Payment Options” form and a “Checkout Form”. Each form has the product widget, autobill widget, and checkout widget respectively.
These widgets correspond with other settings in your system…
- Program selection = Product widget (Create and Edit Products by going to “Settings” –> Products)
- Payment options = Autobill (Create and edit autobill plans by going to “Settings” –> Autobill)
- Checkout = Make sure you have a merchant account set up so head level users can enter payment information and pay for their selections!
Click the links in the bullet points above to learn how to create products, Autobill plans, and setup your merchant account.
It’s possible to create products for the head level, sub level, or both.
A head level product might be, for example, a group or family registration fee that is paid one time per group.
In general, products in a group system will live on the sub level. This allows for a different “cart” for every user under the group account.
For a camp, this might look like different sessions and/or age specific programs for each child. For a conference, this might be different session selections for every attendee.
Each product will have a price associated with it, which the system will automatically total for each sub level user and can be paid easily. Triggers and discounts can help customize and automate this experience further.