Understanding Groups V2

Groups V2 allows you to manage collective registrations for your event. It is ideal for companies, clubs, charities or schools registering together.

This new version simplifies both back-office configuration and the public registration flow, while giving you more flexibility and control.

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1. What’s new in Groups V2?

Groups V2 introduces a completely redesigned structure:

• A new Groups menu in the left sidebar, centralising all group settings

• Group types to define different registration rules

• A default group type available out of the box

• The group form is created automatically, and includes the group leader fields

• Group-related forms are automatically added to your workflows

• No more group or group leader dashboards to configure

• Simplified reserved places configuration

• Unified configuration across all competitions

The previous menus have been removed:

• Setup → Group settings

• Registrations → Group list

• Exports → Groups

• Tools → Dashboards → Groups and Group leaders

• Group activation per competition

All group management is now handled in one dedicated Groups menu.

⚠️ Emails still need to be created manually.

2. General configuration

2.1 Activate Groups

Go to:

Groups → Settings

Enable:

Activate groups

This makes group registration available for your event.

2.2 Public group creation (optional)

Enable Public group creation to allow participants to create their own groups.

Enable when:

• You want participants to self-organise

• You expect many groups

Disable when:

• You want manual approval for each group

• Places are limited

• You want tighter control

2.3 Define group registration limits

You can define limits for group-reserved places.

Options:

• No limits — groups will share the same general capacity as individual registrations

• With limits — recommended for fair distribution, this allows you to use the reserved places functionality

Example:

• 5,000 total places

• 1,000 reservable by groups

• 400 marathon

• 400 half marathon

• 200 10km

The system automatically blocks reservations when limits are reached.

3. Group types

A group type is a template that defines the rules for a specific kind of group.

Go to:

Groups → Types → Add a group type

You can create multiple types, for example:

• Corporate groups

• Sports clubs

• Schools

• Charities

A default group type is automatically created and can’t be removed.
You can use only this one if you prefer a simple setup.

3.1 Configure a group type

Step 1 — General settings

Define:

• Group type name and report name

• Maximum registrations per group of this type

• Competitions available for this group type

• Visibility (public or private)

Step 2 — Reserved places (optional)

⚠️ Important:
To use reserved places, you must first install the module:
​Groups - Reserved places V2

Once installed, a reserved places form will automatically be added to your workflows.

Reserved places allow group leaders to block places before participants register, guaranteeing availability for their group.

You will also need to enable group limits in:
​Groups → Settings → Group registration limits

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You can then configure reserved places using two options:

• Global places — reservation without specifying the competition

• Places per competition — reservation for specific races

Pricing options include:

• Free

• Fixed price

• Current price

• Tiered pricing

You can also configure:

• Minimum / maximum places per order

• Maximum across all orders per group

• Expiry date

• Admin fees

💡 Setting an expiry date will avoid blocking unused places.

Step 3 — Approval for reserved places (optional)

Enable approval if you want to validate group reservations manually.

The flow will be as follows:

1. Group leader requests places

2. Status = pending

3. Organiser reviews

4. Approve (quantity adjustable) or reject

5. Group leader notified

6. Payment (if required)

7. Places added to group and useable

Step 4 — Payment configuration

Choose who pays:

• Group leader pays everything

• Participants pay individually

• Mixed model

Step 5 — Dashboard configuration

In this step, you configure the content displayed in both the group dashboard and the group leader dashboard.

Default widgets are automatically added to both dashboards.

From here, you can:

Edit content widgets
You can add instructions, deadlines, or useful information for group leaders and participants directly in the content widgets.

Manage the registration list columns
Choose which columns are displayed in the group registration list (for example: name, competition, status, bib number, etc.). This helps groups track their participants more easily.

Define the invitation email
Select the email template used for invitations to join a group. This email is sent by group leaders to future participants so they can join their group.

Before selecting it here, you must first create the email in:
​Communication → Emails

Use the following settings:

• Destination: Future registrant

• Type: Invitation email to join a group

This ensures group leaders can easily invite participants directly from their dashboard.

4. Public registration flow

4.1 For group leaders

From the public page, group leaders can:

• Create a group

• Reserve places (if activated)

• Invite members

• Manage registrations

4.2 For participants

Participants can:

• Join a group via invitation link

They then complete registration normally once inside the group.

5. Using an existing template with Groups V1

If you copy an edition or template using the old groups version, follow these steps to switch cleanly to Groups V2.

5.1 Clean the old configuration

In your copied edition:

• Uninstall all group-related modules

• Disable groups

• Remove group forms from workflows

• Delete group and group leader forms

You now have a clean edition.

5.2 Activate Groups V2

Go to:

Groups → Settings → Activate groups → Save

Refresh the page.

All old group functionality disappears.

5.3 Create your final edition

Copy this cleaned edition to create your final event.

The new group form will be created automatically and added to your workflows.

6. Key differences with the previous version

Groups V2 replaces:

• Multiple menus → single Groups menu

• Manual workflow configuration → automatic workflow configuration

• Separate group leader forms → unified form

• Competition-level activation → event-level activation

• Manual dashboards → automatic dashboards

• Multiple modules → one simplified module

The result:

• Faster setup

• Fewer configuration errors

• Cleaner workflows

• Better participant experience

7. Best practices

• Use group types to separate audiences

• Set expiry dates for reserved places

• Enable approval when capacity is limited

• Test the public group flow before launch

• Create dedicated emails for group communications

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If you are unsure about the best configuration for your event, our team is here to guide you.