Using Event Groups

The Tractivity Events module allows you to invite your stakeholders along to the events you host, such as conferences, webinars and focus groups. Sometimes you might find yourself inviting a large number of stakeholders to an event. To better manage your invitee lists, Tractivity has introduced “Event Groups”.

Event Groups can be found on any Event page on your system. Event Groups are useful for staggering the invites you send out, as well as for segmenting your invitees in any way that you require.

Creating Event Groups

Please note that this section is only for Users with System Admin permissions.

Event Groups can be created in the System Admin area. On the System Admin page, use the left-hand menu and go to Project System Data.

Scroll down until you see Event Groups. Click to expand this. You can add new Event Groups by clicking Add Event Group. Type the name of the Event Groups you want to add. To create multiple Event Groups at once, enter the name of each group on a separate line. Click “Save” when you are finished.

You can also edit the names of Event Groups by clicking Edit by the Group you want to rename. To remove an Event Group, click Archive.

Adding Contacts to Event Groups

When viewing one of your Events, you will find your Event Groups under the Event Groups tab, on the central navigation bar. Click on the name of a group to access the "View Event Group" page.

On this page, click Add/Remove Contacts.

You can search for your Contacts using the filters, or you can click Submit to display all Contacts in your system.

Click Attach by the Contact you want to add to your group. This will add them to the "Attached Contacts" box further down the page. If you want to add multiple Contacts to your group at once, check the checkbox by each Contact you want to add. Then click the red Attach button below your results.

Click OK at the bottom of the page to save your choices.

Sending invites to your Event Group

After adding Contacts to your Group, they will also be added as invitees for your invite. The next step is to send them an invitation.

On the "View Event Group" page, you can send an invite to everyone in the group. Click Email All Invitees or Email Invitation. This will load the SmartMailer tool for inviting your colleagues. See: Events Knowledge Base articles for more information on sending an email invite to your invitees.

On the "View Event Group" page, you can see the status of each invitee in your group. You can also view this from the "View Event" page, under the "Event Groups" tab on the central navigation bar.