If your association allows group registration for an event, you can register several people together and pay for everyone in one checkout. You’ll start a registration group, add colleagues one at a time as pending registrations, and then complete the purchase for the whole group.
Before You Begin
Prerequisites
- You must be signed in to the Portal and linked to a contact.
- To create a group, your contact must be linked to an organization. Rhythm creates the group under that organization and makes you the group administrator.
- Your association must have turned on group registration for the event. For a portal-integrated event, the event must also be portal integrated, and the option that allows visitors to register groups of attendees must be turned on.
- Group Registration is turned on in the event’s own registration settings, not from the Portal menu. The Portal navigation only controls whether the Group Registration link appears; it does not turn on the feature by itself.
Tip
You can create and manage group registrations from the Portal or the Console. If association staff create or help manage a group for you, you’re all working with the same group, not separate copies.
Start or Open a Group
- Go to Group Registration for the event. For a portal-integrated event, this link appears in the event’s navigation banner. Otherwise, it appears wherever your association placed it on the event’s Portal site.
Result
If you administer exactly one group for this event, that group opens directly. If you administer more than one group, you’ll choose from a list. If you don’t administer a group yet, you’ll see an option to start one.
Group registration, schedule pages, and speaker listings are all supported on portal-integrated events.
Tip
After you start a group, it exists as a record even if you leave before registering anyone. When you come back through Group Registration later, your existing group will be there to open instead of starting you over.
Your organization can have several separate groups for the same event. If other contacts from your organization administer their own groups, each group can have different members and run side by side.
Tip
If a cloned group registration portal page won’t load even though group registration is set up correctly, ask your association to republish that page. This type of page can sometimes need republishing after its event was cloned from another event.
Create a New Group
- Select Start a New Registration Group or the equivalent link in the empty-state message.
- Review the group’s name. It starts with your organization’s name, but you can change it.
- Select Save Changes.
Result
Rhythm creates the group with you as the administrator and your linked organization as the group’s organization. You’ll go straight to the group view unless your association has set up an organization form for this step; in that case, you’ll complete that form first.
If an organization form appears after you create the group, review or correct your organization’s information there and save before you continue. This is the only place in the Portal where you can update that information for the group. If your association’s registration process has its own organization-update form configured, that form does not appear when you register through group registration. It is only offered here, right after you create the group. If your group needs to collect organization-level updates another way, ask the association whether a different registration workflow or a separate profile-update form is a better fit.
Register Colleagues
After you open the group view, register colleagues one at a time. Each person stays as a pending registration until you check out the whole group.
- Select Register Attendee.
- Choose an existing contact from your organization, or choose the option for someone not on the list. That option can add a brand-new person or let you pick an existing contact from a different organization. Group registration does not require every member to belong to your organization, and there is no setting that restricts groups to same-organization people only.
- Complete the registration steps your association set up, such as choosing a registration type, package, sessions, and anything else the form asks for. A contact form is always included and cannot be turned off. If your association wants a shorter version, they can assign a simplified contact form specifically for group registration.
- Finish that person’s registration form.
Result
You’ll return to the group view, and the person you just registered appears under Pending Registrations. Repeat these steps for each colleague you want to add. If you leave partway through a person’s registration without finishing and saving it, that person is not added to the group. Only a completed, saved registration appears as pending.
Tip
Choosing someone not on the list always shows a contact form for them, and this cannot be turned off. If the organization you’re registering them under has membership flowdown, the usual flowdown benefits can apply to that newly created contact. You also cannot register someone who already has a registration for this event; resolve their existing registration first.
Manage Pending Registrations
While a registration is pending, you can edit or remove it from the group view:
- Select the pencil on a pending row to edit that person’s registration.
- Select the trash icon on a pending row to remove it. You’ll be asked to confirm because this cannot be undone.
Warning
Pending registrations are not complete, and nobody is registered for the event, until you check out the whole group.
Check Out the Group
- From the group view, select Complete Group Purchase.
- Complete the checkout and payment steps.
Result
Rhythm creates one order for every pending registration in the group. After payment is complete, those registrations become active and move from Pending Registrations to Completed Registrations in the group view.
Tip
Group checkout does not include a field for entering a coupon code, unlike registering for yourself. If your association uses coupon-gated pricing, register that person individually instead of through the group.
For a group order, any package or product confirmation emails go only to you as the group administrator, not to each individual registrant. A process-level confirmation, if your association sends one, can still go to both you and each registrant. If a credit card processing fee is missing from group checkout, the event may be configured that way rather than having an error. Check with your association to see whether the fee is set up in the event’s own Registration Settings, since a fee configured only as a process-level override may not carry into group checkout.
There is no set maximum for how many registrations you can process in one group. Very large groups have not been formally tested, so check with your association if you plan to create an unusually large group.
Warning
The checkout page is fixed and cannot be customized by your association the way individual registration forms can. If a field such as an organization reference or VAT number needs to be collected once for the whole order, it may not be possible to place it on this page. Your association may instead add a question to the individual registration form, sometimes made visible only by the group administrator’s answer to another question, rather than collecting it once during checkout.
Manage Completed Registrations
Select the pencil on any row under Completed Registrations to modify that person’s registration, whatever its current status. You can still open a canceled registration this way, though you may not be able to make more changes.
Warning
Editing someone else’s registration this way can sometimes fail with an access-denied or forbidden error while the page loads related details, such as session, function ticket, or course information. If that happens partway through, try again, and contact the association if it keeps happening for the same registration.
Who Can See and Manage a Group
Only you can open and manage the group from the Portal because you are the group administrator. Other members of your organization will not see it in their own list of groups unless they are the administrator. Seeing group details can also depend on how your organization’s roles and group registration permissions are set up, so check those settings if you cannot see details you expect. Association staff can view and manage the same group from the Console at any time, whether or not you created it yourself. From there, staff can also open the event in the Meetings & Shows application and use its Groups tab to see active registrations for the group’s members.
If you manage registrations for several teams or client organizations, remember that you can see a team’s registrations only when you are configured as that specific group’s administrator. Managing one team’s registrations day to day does not automatically let you see another team’s group unless you are also set as its administrator.
You cannot delete a group from the Portal page. Groups are managed within the event in the Console, so if a group was created by mistake, ask the association to delete it from the event’s Groups area there. Removing it from the Console also removes it from the Portal.
Related
- Manage Registration Groups in the Console
- Register for an Event in the Portal
- View or Modify Your Registration in the Portal
- Edit an Organization's Details
- Fill In a Portal Form