Hybrid Event Management for Group Members

If using Group Management to manage group rosters instead of or in addition to using event registration, additional setup and event reminders will be necessary.

Review of the following articles is necessary before proceeding in this setup:

• Initial Setup Hybrid Event Management
• Hybrid Event Management (In-Person and Digital)

Unlike registration categories, Group members assigned to an event will not be designated as being In-person or Digital. Use the following guidance and examples to determine which of the attached reminders you should import and schedule.

Important: *Select either Scenario 1 or 2 below, as both cannot be managed at one time; you cannot have more than one type of automated reminder set up for Zoom groups. As you progress with your hybrid offerings, you can of course change the setup of your events and reminders at any time.

Scenario 3 can be set up if offering In-Person-Only groups, regardless of the selection of Scenario 1 or 2. 

*Scenario 1: Hybrid Group Event without In-Person Limits

These are group events with an assigned Meeting Group, where in-person and digital attendance is offered and no limits to either type of attendance are imposed. Group members simply choose how they wish to attend the group:

• Import Group Hybrid - 1) Email Reminders and 2) Text Reminder
• Schedule reminders to send recurring between 6am and 7am
• Complete Online Meeting setup
• All group members will receive info to attend via Zoom or In-Person

*Scenario 2: Hybrid Group with In-Person Limits

These are group events with an assigned Meeting Group (in event settings), where in-person and digital attendance is offered but only a limited amount of in-person attendees will be allowed. Event registration will need to be used to manage the limited in-person attendees.

• Import Group Zoom Only - 1) Email Reminders and 2) Text Reminder
• Schedule reminders to send recurring between 6am and 7am
• Complete Online Meeting setup
• Group members who wish to attend in-person must be registered - either by staff or by using the online calendar:
  1. To close registration to only Staff, add the the In-Person category and set the Memb. Cat. field to accept staff only (meaning only staff can manage the registration of group members).
  2. Set the Ticket Limit as desired.
  3. 
• Reminders are then applied as follows:
  • Group Members assigned to the event via the linked Meeting Group will receive the Group Zoom Only reminders.
  • Group Members registered as In-Person will receive the standard hybrid reminders as outlined in Hybrid Event Management (In-Person and Digital).

Scenario 3: In-Person Only Group Event and Members

These are group events with an assigned Meeting Group, where no online meeting setup has been completed and so no Zoom event will be held; all assigned group members will be attending in-person.

• Import Group In-Person Only - 1) Email Reminders and 2) Text Reminder
• Schedule reminders to send recurring between 6am and 7am
• No Online Meeting setup 
• All group members will receive In-Person reminders

Attachments