Edit an online group (online group module)

Via the 'Group' option in the blue menu, you get an overview of all the groups of the congress.
If a group has the table icon  , the group is set to 'pre-booking' mode.

At In the top of the screen you have several buttons.

Generate invoices
You can generate invoices without sending them. Use the 'Generate invoices' button for this.
On the next page select which groups you want to generate the invoice for without sending it and click the 'Generate invoice(s)' button on the bottom of the screen.

Manage groups
By using the 'Manage groups' button you can make (bulk) changes to the group. Here you can make changes to the values and formatting of your group data. First choose which fields you would like to view/edit.

In the following screen you can change the fields where necessary.

Or you can do a bulk change:

The 'Dot initials' option puts dots between all characters in the initals field of the selected groups. 'Restore previous value' will undo your last change for the selected people and for the fields you select in the next screen.

If you choose 'First character uppercase' or 'All characters uppercase', a new screen appears to select which fields need this change.

Import
To import new groups into the system, click the 'Import' button at the top of the page. Here you can download and fill in an excel template, which you can then upload to the system in order to create your new groups. Click here for more information about importing groups.

Add Group
To add a group use the 'Add group' button in the top of the screen. After that you can fill out all fields and tabs as shown below when editting a group.

The envelop icon

The envlop icon has several options for sending emails.

Send personal message
Click the envelop icon and choose 'Send Personal Message'. Select the group(s) you want to send the personal message to.

Click the 'Send personal message(s)' button and your email template will then be displayed, allowing you to add more text to your prepared email, after which you can send it out.

Send invitations
Send an email to the contact person of a group to invite them to the group registration.

Send cancellations
Sent an email to the contact person of a group to inform them that their registration has been cancelled.

Send invoice
Send an invoice to the contact person of a group to provide them with the invoice and possibly the credit note of their registration.

Send invoice reminder
Send an invoice reminder to the contact person of a group (up to three times) to remind tem to pay their invoice.

Edit a group
To edit a group simply click on the group you want to edit, see fist screen of this page.
The 'Group information' tab will be displayed. 

Envelop icon
The envelop icon allows you to send a personal message to your group or resend the invitation email.

Disable pre-booking button
Pre-booking groups can be converted to collective through the 'Disable Pre-Booking' button. This will remove all booking requests from the group and activate the collective balance and debit. Please note that this action is permanent and can not be undone, and that collective groups can not be converted to pre-booking groups.

Cancel button
Groups can be cancelled, after which all the pre-bookings and participant assignments will be removed. The participants of the group will be cancelled as well and a cancellation fee can be assigned to your group, after which you can send out the cancellation email if you choose to do so.

Note button 
You are able to add custom notes to each group in your congress. Click on the 'Add Notes' button at the top of the page to enter your comments. The notes are only visible in the backoffice and in reports. The group doesn't see these notes. Click here for more information about the notes.

Excel button
Use the excel button do download or email an excel overview of the participants of this group.
This is the same overview that groups can download on the 'Participant Management' page.

Login button
Use the login button to login as the participant without using their username/passwort.

Edit button
Click the 'Edit' button and you can change the group data/contact person.

On the bottom of the page you can click on the 'Show hidden fields' button to show fields that are not/no longer visible for the groups. After clicking on the button, the hidden fields are now unhidden for you. You can recognize them by the blue 'Eye' icon behind the fields.

On each tab you are able to make changes or delete items.
The 'Billing address' tab:

The 'Settings' tab:
You can enable or disable the pre-booking setting of the individual group. Please note that the pre-booking setting can only be changed as long as the group does not have any booking requests or participants. 
You can enable or disable the booking request feature for the group, meaning either groups can submit their own booking requests, or you can manage this entirely yourself.

In the 'Request settings' you can set which events a group can submit a to request for.

The 'Participants' tab gives an overview of all participants connected to the group:

The 'Bookings' tab is ony visible for a pre-booking group:

The 'Booking requests' tab is only visible for a pre-booking group and shows the booking requests that have been submitted by your groups. You can set the filter to only the new requests, pending, approved, rejected, deleted or all requests.
Once you approve a booking request, the related item will become available for assignment to the group participants, and if necessary the group will be granted access to the 'Participant Management' page.

The 'Payments' tab gives you an overview of all the online and link payments of the group and their current status. Additionally, you can add, remove and edit manual payments, such as cash or bank payments.

The 'Invoices' tab, here you can preview, send out, regenerate and edit the invoices and credit notes of your group. Additionally you can send out your invoice reminders, and keep track of all the changes that were made to the group's invoices over time.

On the 'Mailings' tab all sent mails are listed.

You can click on a mailing, for example on the 'Invoice' mail. The following screen will be shown:

Via the 'Preview' button you can preview the email with the data of the group. By using the 'Resend' button you can resend the email. You will first get an extra screen to be able to send the email to a different email address than from the group.