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Classic View No Longer Supported as of June 29th, 2018
Posted by Gabrielle Long on 19 March 2018 05:52 PM

VolunteerHub is dedicated to providing a secure, positive and user-friendly experience to you and your volunteers. Over the years, information security on the web has become more and more important, and as a result, websites and browsers have increased their security standards. One such update was announced in a recent blog article from Google, in which the web giant explained that Google’s Chrome browser will show a “Not secure” warning to users attempting to access any unencrypted site as of July 1st, 2018. Therefore, to ensure your volunteers’ information remains secure and that your volunteers feel comfortable using your VolunteerHub site no matter the browser, VolunteerHub will no longer support the unencrypted (http) Classic View of the volunteer interface in the future and will move all sites to Volunteer View.

All current Plus, Pro or Enterprise sites will be migrated to Volunteer View automatically on the evening of June 28th, 2018. Legacy “Starter” plan sites will also be migrated to Volunteer View at that time. 

Administrators are urged to convert their sites to Volunteer View prior to this date to ensure their volunteers receive a positive user experience as a result of the transition. This step is essential to protecting your volunteers’ information and experience in your site as well as ensuring you and your volunteers are receiving the latest VolunteerHub updates and features!

Continue reading below for more detail regarding this decision.

What's in this article?

Who does this change affect?

This change affects only what volunteer users see in sites not yet in Volunteer View and has minimal effect on administrative functionality. If your site is already in Volunteer View, this change does not affect you.

Not sure if your site is in the latest version? Click the Volunteer View button at the top of your site. If you see a red banner that states the view is not public, then you are not in Volunteer View.

How do I convert my site to Volunteer View?

Rather than wait until the automatic cut-off date, we highly recommend you convert your site to Volunteer View prior to the cut-off to ensure your volunteers receive the best experience possible and that all settings in your site are optimized for Volunteer View before it switches over. A video tutorial on how to convert a site from Classic View to Volunteer View can be found in this portion of a recent webinar. Please note that once you've converted your site to Volunteer View, that change is permanent and cannot be reversed, so be sure you're ready before clicking the activate button in the Apps page.

If you have any questions or need help as you convert your site, please send us a message!

What’s the difference between HTTP and HTTPS?

Basically, HTTP is not secure, while HTTPS is.

HTTP stands for HyperText Transfer Protocol, while HTTPS stands for HyperText Transfer Protocol Secure. HTTPS sites are encrypted and are therefore more secure, and each site will have an SSL Certificate that helps “decode” the site for a visitor. This protects that visitor from hackers, particularly against “middleman attacks” where the hacker could steal the visitor’s information by “listening in” during that visitor’s connection to your site.

Will any of my links change?

For the most part, no. Volunteers should be able to access your site’s landing page(s) with the same links they always used. However, if you previously sent direct links to your events in your VolunteerHub site rather than sending users to a specific landing page or the main URL (e.g.,, you will need to provide new Volunteer View links to those events.

For example, if the links you sent previously contain “V1” in the URL (e.g., “”), those links will not work in Volunteer View since “Version 1” links are actually administrator-facing pages in the latest version. Instead, you’ll want to click on the Volunteer View button at the top of your site, right-click on the event you want to share and share that link (e.g., with your volunteers. Notice that the second link does not contain “V1,” which means that’s not an old version (admin) link.

Note that if your site contained customized permissions, some of those permissions may not be compatible with Volunteer View. If you aren't sure, please contact support so we can verify your site's current settings will not cause errors upon updating to Volunteer View.

Otherwise, any necessary preparation of your site will be covered in the aforementioned webinar as well as in this article. This includes sites with buttons in the schedule message, which is now fully supported in the latest version of Volunteer View (but is still not recommended). If you have any questions regarding recommendations or best practices for your schedule message and segmenting your site with Volunteer View, please review the above webinar or send us a message!

Read more »

VolunteerHub January 2018 Mini-Release Notes
Posted by Gabrielle Long on 10 January 2018 06:00 PM

Several minor updates to existing functionality have been added in VolunteerHub. Each update in this release is listed below.

Increased Color Flexibility

By popular demand, we’ve provided an option to bypass international WCAG standards for Primary and Secondary Colors in your landing pages. While we highly advise against applying this unless absolutely necessary, you may now check a box above the color fields to remove the WCAG requirement that your colors have a 3:1 contrast ratio. However, the system will still require that you choose colors with a contrast ratio of at least 1.25:1 to ensure legibility of various headings and text within the site.

Registration Wizard Return Placing

Immediately after registering for an event, the user may now click “Back to Event List” to return to their previous place in the schedule and continue signing up for events more quickly!

Time Formatting

We’ve updated the colored time pills above event names in Volunteer View to be more flexible and specific for events lasting 24 hours or more.

  • If an event is scheduled for 12am until 12am the following morning, the pill will read “ALL DAY”
  • If an event is scheduled for 12am until 12am on a day further in the future, the pill will show the date range of the event only (helpful when posting long-term activities like internships and retreats).
  • If an event has a duration of less than 24 hours, the pill will show the start time only.

Minor Updates & Bug Fixes

  • Minor design updates have been applied to Volunteer View to ensure a consistent, clean interface and user experience.
  • A red banner with a link to more information has been applied to Volunteer View for organizations who have NOT yet published Volunteer View.
  • The URL for Additional Information was not appearing in the event detail pages in Volunteer View.
  • Volunteer View’s search feature has been modified for desktop versions to be more consistent with tablet/mobile versions. Users will now click the search icon in the upper-right to search for events.
  • The Schedule Message in Volunteer View is now a fixed width and does not shrink when less text is entered.
  • Event group names that were longer than the filter drop-down in Volunteer View no longer overlap the edge of the drop-down and instead wrap within the drop-down.
  • Users who were not yet logged in were previously able to see events that should have been hidden via the Event Visibility option in the event.
  • It was previously possible to delete admin users who had recorded waivers for their volunteers, which in turn deleted the waivers from those users’ profiles. Now, it’s not possible to delete any admin user who has entered a waiver on a user’s behalf, nor is it possible to delete a user with signed waivers in their profile. This is to help organizations avoid potential legal issues resulting from having deleted those users’ waiver histories.
  • Embedded event schedules were providing links to the events in Admin View rather than Volunteer View.
  • Links in landing page messages and event descriptions and some special feature buttons in Volunteer View were not displaying in the site’s Secondary Color.

Read more »

Volunteer View 2.0 Is Here!
Posted by Gabrielle Long on 17 November 2017 12:55 PM
An exciting update to Volunteer View is now available for all current Plus, Pro and Enterprise sites at no cost, with lots of enhancements based on feedback from organizations like yours. This update contains major improvements to user experience, including updated functionality and layout to make designing your site even easier! (Yes, the Schedule Message will be available on mobile. Keep reading!)

NOTE: If you experience an error when clicking the Volunteer View button at the top of your site or have trouble opening events from the calendar view, press Ctrl+Shift+R on your keyboard (or Ctrl+F5 for iE users) to force the update to refresh your browser. It just means your browser has cached your previous administrative session(s) and should not affect volunteers.

If your organization has already gone live with Volunteer View, this update will happen automatically in your site. If you haven't activated Volunteer View yet, go to Setup > Apps > Volunteer View and press Activate Volunteer View to enable it in your site (be sure to read everything below first). If you don't see that button, send us a message to determine next steps.

Read on below to learn what's changing in Volunteer View 2.0 and what YOU need to do to optimize your users' experience! 

For a detailed video walkthrough of all the changes in Volunteer View 2.0 as well as step-by-step instructions to move an older site into Volunteer View, check out this recent webinar.

Enhanced Schedule Design.

A number of layout changes are coming in Volunteer View 2.0 to make the site even easier to use and design. In addition, these changes will make it much easier to convert your site from classic view to Volunteer View.

  • Landing page messages are now visible on mobile devices like tablets and smartphones.
  • The Schedule Message is once again centered with a white background, this time centered on top of your Banner Graphic. If you don’t have a Banner Graphic, the site will show your page’s Primary Color as the banner rather than just a big white text area at the top of the site.
  • The Banner Graphic will now serve as a background picture that scales with your site. No more stretched/skewed graphics or difficult half-and-half layouts! Instead, the banner image is zoomed in and out to fit any browser size. Or, if you want a solid color behind the Schedule Message, just remove the banner and the site will place your landing page's Primary Color there instead.
  • The site header is now sticky and follows users as they scroll down, so users do not need to scroll to the top of the page to access their account pages.
  • Grid view has been removed to improve user experience based on research and feedback indicating that it was not as user-friendly as the List and Calendar views.
If your site used Grid previously, it will be converted to List view automatically.

New and Improved Search.

Volunteers can now search for events by name or location using the search feature in the site header. Just click the magnifying-glass icon to access the search feature.

Streamlined Account Creation.

A number of improvements are coming to the account creation process for new users.

  • The Sign In button will now be available during account creation to help you avoid duplicate account creation in your site.
  • New users can click Create Account right from the main schedule page without having to click Sign In first!
  • The Join Code page now includes out-of-the-box instructions above the Join Code field.
  • The "Group Memberships" page is now the "Affiliations" page. We’ve made the language on this page more generic to support its growing number of uses and also removed the scroll box to ensure users see all your checkbox-type user groups (i.e., user groups with the "Users may join this group by selecting it from a list" Membership Control option enabled).
  • Date fields now include prompts over the Month, Day and Year fields, respectively.

Faster Registration.

While users previously landed on the detail page of the event after signing up, users can now choose whether to return to the schedule or view the detail page after completing their registration for an event.

True Branding.

Volunteer View 2.0 removes the automatic hue adjustments to your Primary and Secondary colors from your VolunteerHub site and the emails sent from it. This means the color scheme in your site and emails will be truer to your organization's branding. Note, however, that you will no longer be able to choose colors that do not meet accessibility requirements (at least a 3.0 contrast ratio against white). If your site's previously chosen colors do not meet accessibility guidelines, the colors will be darkened automatically until you change them. This color restriction has always been in placethe software simply used to darken the selected color to meet requirements previously; now it requires the color be input with the correct contrast ratio initially.

Additionally, the colored bar at the top of the site has been removed, allowing your logo to fit nicely on a white background with no unwanted borders. 

Better User Experience.

Below are a few other changes we’re making in Volunteer View 2.0 to improve the user experience for volunteers.

  • Account options will be accessed via a drop-down to make it faster and easier for users to update their profile, access hours and affiliations, sign out and more.
  • The Cancel link will now be a Cancel Registration button in the schedule and event detail pages, making that action easier to find.
  • Skill-type questions are being officially replaced with List-type questions. If your site previously had a Skill-type question, your question will still be intact and will be converted to a drop-down menu rather than providing 5 generic radio bubbles, which means you will now be able to edit each of the five options available to your volunteers (or remove those you don't want).
  • Improved responsive design will be optimized for mobile use, making it even easier for volunteers on the go to access your schedule and their accounts using their smartphones or tablets.

How can I prepare my site for this update?

While this update shouldn’t affect your site’s current user experience too much, there are some things you can do to ensure the best possible experience for your volunteers.

  1. Banner Graphic: Make sure your Banner Graphic doesn’t contain words or logos and that it is a horizontal image with the proper dimensions (1200 by 300 pixels).
  2. Logo Graphic: If you didn't already, ensure your logo is uploaded into the Default landing page with the proper dimensions (300 by 70 pixels). 
  3. Primary/Secondary Color: Make sure your Primary and Secondary colors are readable when applied to text on a white background and that they meet a 3.0 contrast ration to comply with accessibility standards. Volunteer View 2.0 no longer darkens colors automatically when they are too light to read; instead, it requires that you input one dark enough to begin with!
  4. Schedule Message Font Color: Make sure your Schedule Message doesn’t contain hard-coded white font. You can check this by navigating to the Edit page of your Default landing page (and any pages with the messages section overridden) and viewing the Schedule Message on that page. If you can’t see your message without highlighting it, chances are you’ve hard-coded the text to be white and need to follow these steps to fix the problem.
  5. Event Group Filters: Ensure only the necessary event groups are visible in Volunteer View's filter drop-down. Check the Event Group Schedule View box within the event group's edit page to have it visible as a filter, which is recommended only for main parent event groups and should never be used for every sub-group.
  6. Event Descriptions: Avoid images in your events' Abbreviated Descriptions, as this increases scrolling for your volunteers and makes browsing opportunities difficult.

How do I go live with Volunteer View (and what will change)?

If your site is still in the old version but you're in a current Plus, Pro or Enterprise plan, you may (and should) convert your site to Volunteer View any time (there's absolutely no cost associated with it, as your plan includes general system updates). Once you've completed the preparatory steps in the section above, navigate to Setup > Apps and click the square Volunteer View button in the bottom-right corner of the page. Then, click the Activate Volunteer View button. 

For a step-by-step video tutorial on how to activate Volunteer View, check out this recent webinar.

After activating Volunteer View, the following changes will take place:

  • Your site will become encrypted (i.e., move from http to https) and thus more secure.
  • Your volunteers will gain access to updated and easier-to-use functionality.
  • You will have access to the Hours Self-Reporting feature for remote opportunities.
  • You will have the ability to share access to your organization's social media sites.
  • Your volunteers will be able to share your events with friends on their Facebook/Twitter feeds (if enabled in the desired landing pages).
  • All landing pages will be converted to Volunteer View.
  • Admin View will be enabled within your site (all admins access one interface rather than multiple interfaces via landing page, which is meant to be volunteer-facing functionality only).
Need help? If you need assistance or have questions regarding any of the above changes in your site, please contact support.

Not sure if you're using Volunteer View? If you’re not sure if your organization has enabled Volunteer View, just log out of your site to see what your volunteers see when they go to your VolunteerHub site. 

Want to keep the previous version of Volunteer View? We like those big round Sign Up buttons as much as you do, but unfortunately it's not possible to keep both versions of Volunteer View running at the same time. Therefore, Volunteer View 2.0 will be completely replacing the older version. In addition, please note that it will no longer be possible to convert from Volunteer View back to classic view once Volunteer View 2.0 becomes available.

Read more »

VolunteerHub October 2017 Release Notes
Posted by Gabrielle Long on 25 October 2017 11:35 PM

Several updates to existing functionality have been added in VolunteerHub. Each update in this release is listed below.

New Open API Access

VolunteerHub offers a REST-based API for all VolunteerHub sites, now with a resource page that provides access to an open API file as well as interactive endpoints that allow you to test the API without a single line of code. The API can be used to pull a wide variety of information from your VolunteerHub site, such as users, event registrations, user groups and more. 

Please note that use of the API requires some development knowledge/experience, and our support team is not able to provide support on how to use the API outside of bug reports or assistance accessing the API information in the reference page or our support site. We’ve updated our API documentation to include information on the new Open API, such as how to access it and full descriptions of the available endpoints.

You can access the Open API resource page in your site by entering /openapi at the end of your site's URL (e.g., ""). At the top of the resource page, you'll find an open API file you can use to create custom connectors with applications like Microsoft Flow to automate various processes and integrate your VolunteerHub site with everyday applications like Outlook and Excel, send yourself emails or texts when someone creates an account, build custom reports, and more! In addition, you can use the interactive endpoint/parameter fields to build and test a query in the resource page without writing a single line of code. 

Want to get started building your own custom workflows, integration points and notifications via Microsoft Flow using VolunteerHub's Open API? If you have access to Microsoft Flow, get started automating various workflows by following these steps (note that this will require knowledge of how to use an API):

  1. Grab the Open API File link from the API reference page of your site.
  2. Log into Microsoft Flow and click Connectors
  3. Select "Custom Connectors" from the settings menu (settings wheel icon beside your name)
  4. Click + Create custom connector > Import an OpenAPI from URL
  5. Give your workflow a name and paste the API file link you copied from the reference page, then press the arrow and click Continue.
  6. Enter your VolunteerHub site URL into the Host field (e.g., "") and click Continue.
  7. Choose Basic authentication and update the authentication field titles to be "VH Superuser Username" and "VH Superuser Password," then click Continue.
  8. The page will pull in our API endpoints automatically for you to use to build your custom workflow! (Please refer to Microsoft's documentation for detailed instructions on building Flows).

Don't have Microsoft Flow? Get started for free.

All Superusers have the necessary authentication to perform queries against VolunteerHub’s API. If you are logged in as a Superuser and encounter an authentication error, please contact our support team so we can ensure your Superusers group has the necessary permissions to access the API. 

Bug Fixes

The following issues have been resolved:

  • To improve security, we have updated our rich text editor fields throughout VolunteerHub. This update may require you to refresh your browser (Ctrl+Shift+R for Chrome/Firefox, Ctrl+F5 for Internet Explorer) in order to edit event descriptions, email bodies and landing page messages during the first 24 hours after deploying the release.
  • A timeout error occurred in some sites when attempting to access the Deduplicate page in the People tab or editing a User Form question.
  • The Event Participation by Event report occasionally gave a “Service Unavailable” message when run in some sites.
  • The logo graphic for the organization was not populating at the top of some donation receipts for sites with the Volunteer Fundraising feature enabled.

Read more »

Reported Email Outage October 21 and 24, 2017
Posted by Gabrielle Long on 24 October 2017 01:40 PM
We've received and confirmed reports of an email outage between Saturday, 10/21/2017 at 2:17pm and Sunday, 10/22/2017 at 11:19am Eastern Time. In addition, we received and confirmed a brief outage this morning, 10/24/2017, between 10:13am and 10:37am Eastern Time. Email services have been fully restored as of 10:37 this morning. We apologize for any inconvenience this may have caused.
Read more »

Automating Registration for Group Leaders
Posted by Gabrielle Long on 13 October 2017 12:37 PM

Save time by eliminating emails and phone calls with your group leaders while also increasing group retention and onboarding rates.

Early last year, we posted a Quick Tip to help you "Allow New Volunteers to Reserve Events for Their Group." Since the release of the Volunteer View and feedback from organizations using this process, we've refined our strategy for having your group leaders search and register for group-enabled events and input the number of group members attending, all without ever having a phone call or email conversation with the Volunteer Coordinator. This can be extremely helpful for larger organizations dealing with hundreds of groups, especially for large annual events where there may not be room for every group expressing interest.

Since a growing number of organizations are finding success with this updated process, we want to break it down for you step-by-step so everyone knows how to apply it to their group management efforts. 

The steps below will allow your group leaders to:

  • View a list of events catering specifically to groups.
  • Answer additional questions about their group.
  • Register their group for a group activity.
  • Indicate the number of group members attending.

While it may take a little time to set up, the result of this process will provide a unique and more efficient experience to group leaders while potentially increasing the information you’re gathering about your groups and group members. In short, group leaders will answer questions about their group and sign up their group for an event. An administrator will then convert that registration to a user group reservation on the event and provide a landing page for the rest of the group members to complete their individual registrations.

Here’s a brief look at the complete process! Click on a step to jump to the step-by-step expanded view below, or simply scroll down to view the entire process in greater detail.

  1. Create the “Group Leaders” user group.
  2. Create Multiform questions for the “Group Leaders” user group.
  3. Create a “Group Leaders” landing page.
  4. Reserve group activities for the “Group Leaders” user group.
  5. Ensure the event is set to CC the Event Contact.
  6. Make the “Group Leaders” landing page public.
  7. Convert group leader registrations to user group reservations.
  8. Confirm the group’s reservation.

Step 1. Create the "Group Leaders" user group.

In order to provide a different user experience for a group of users, they will need their own user group. User groups can allow you to change the questions in a user’s volunteer application, change which events the user can see and sign up for, change how you communicate with and report on groups of users and even change what your site looks like for a group of users.

To create a "Group Leaders" user group:

  1. Navigate to the People tab > User Groups sub-tab and click Add User Group.
  2. Enter “Group Leaders” into the User Group Name
  3. If you want this group to exist as a sub-group under an existing user group, select that user group in the Parent User Group field (e.g., you might place it under your “Volunteer Groups” user group).
  4. Click Save User Group.

Step 2. Create Multiform questions for the “Group Leaders” user group.

If your organization has an Enterprise-level VolunteerHub site, or if your organization has purchased the Multiform feature, you can create special questions for your site’s volunteer application that only group leaders will see. This will allow you to capture information about new groups expressing interest in volunteering without having them fill out an external web form and manually entering that information later. This step is key if you want to eliminate manual communications with new group leaders.

To create Multiform questions for the “Group Leaders” user group:

  1. Navigate to the People tab > User Groups sub-tab and click on your “Group Leaders” user group.
  2. Click User Form in the bar below the group name.
  3. Click Create New Question in the top-left corner of the form.
  4. Select a Question Type (e.g., “Text”).
  5. Enter a Name for your question (e.g., “Group Name”).
  6. Enter a Prompt for your question (e.g., “What is the name of your group?”).
  7. Check the Require a response to this question box if the question should be required.
  8. Click Save Question.

Keep in mind that group size often varies from event to event. Therefore, you do not need to create a question to ask the group leader for his/her group size, since this is something they will be prompted to provide when signing up for each event.

Step 3. Create a “Group Leaders” landing page.

Providing a new landing page for group leaders can significantly improve their user experience by reducing the amount of time it takes them to find an available group activity as well as eliminating the need for them to contact you to determine which activities are available and will fit their group size. In addition, this can increase the number of groups your organization can onboard, as the inability to find eligible group shifts can actually deter new groups from expressing interest.

To create a “Group Leaders” landing page:

  1. Navigate to the Setup tab > Landing Pages sub-tab and click Add Landing Page.
  2. Enter “Group Leaders” into the Name
  3. Enter “groupleaders” into the Subhost
  4. Select the “Group Leaders” user group in the User Group field under the Behavior section.
  5. Check both boxes under the selected user group in the Behavior section.
  6. Verify that Social Media is turned off by checking the Override the default look and feel box and ensuring the Social Media box is unchecked.
  7. If desired, customize the Messages section to ensure the information in each message pertains to group leaders.
  8. Click Save Landing Page.

Step 4. Reserve group activities for the “Group Leaders” user group.

Reserving group activities for the “Group Leaders” user group will allow your group leaders to access those events in the new landing page as well as indicate the number of attendees for each event.

To create a reservation for “Group Leaders” on an event:

  1. Navigate to the Events tab and click on the name of the activity you want group leaders to be able to register their group for.
  2. Click Registered Users in the bar below the event name.
  3. Select “Group Leaders” from the drop-down at the bottom of the page.
  4. Click Add Group.
  5. Check the Allow Overflow? box within the “Group Leaders” section.
  6. Change the Default Slot Limit from 1 to the maximum group size for the event. For example, if the event has 100 slots and you want groups of no more than 20 to register, enter “20” here. If you want a group to be able to fill the entire event, enter the same limit you put for the Event Slot Limit in the event’s Edit page.
  7. If individuals should not be able to register for this event, uncheck Allow Overflow? within the Unaffiliated Users section. To allow individuals as well as groups to register, leave the Unaffiliated Users section as is.
  8. Click Save Registration.

Don’t forget that this step will need to be completed for any new group events you add to your VolunteerHub site in the future. Because reservations must be created for each instance of an event, we highly recommend using the Batch Modification Wizard to add the reservation to all group activities at once, which will save you a heap of time!

Step 5. Ensure the event is set to CC the Event Contact.

You’ll need to know when a group leader registers his or her group for an event. To receive a real-time notification, simply CC the Event Contact on confirmations.

To CC your Event Contact on group activity confirmation emails:

  1. Navigate to the Events tab and click on the name of the activity you want group leaders to be able to register their group for. (To update this setting for all future instances of a Recurrence Master, instead navigate to the Events tab > Masters sub-tab to find your event.)
  2. Click Edit in the bar below the event name.
  3. Ensure the user selected in the Event Contact field is the person/email address you want to receive the notification when a group leader registers his/her group.
  4. Scroll down to the Email Notifications section and check the Carbon copy confirmation emails to the event contact
  5. Click Save Event.

Step 6. Make the “Group Leaders” Landing Page public.

The final step to prepare your site for the new group leader experience is to make your new “Group Leaders” page accessible. To do this, simply add instructions to your organization’s primary website specifically for group leaders to follow.

For instance, in the Volunteer page of your organization’s website, you will have instructions for Individuals to click on a button to start volunteering (and that button will be linked to your default landing page most times). For groups, on the other hand, you will provide separate instructions stating that members of returning groups should use their group’s specific landing page, whereas the leader of a new group who’d like to express interest in volunteering with your organization should click a special link directing them to the new “Group Leaders” landing page.

So what does this all look like to a group leader?

Once the group leader clicks that link, they’ll first see all opportunities available to groups (i.e., the events you reserved for “Group Leaders”) as well as how many slots are available on each. Next, they’ll create an account and complete the volunteer application, which consists of the User Form within the “All Users” user group in addition to the questions in the User Form within the “Group Leaders” user group since the landing page they are creating their account in has auto-joined them to “Group Leaders.” Finally, the group leader will complete their registration for the event. That registration will include a page asking for the user’s party size, at which point the user can indicate the size of their group.

Step 7. Convert group leader registrations to user group reservations.

Whenever a group leader registers for a group event in your site, your Event Contact will receive an email notification. At that point, you need to return to the Registered Users page of that event to convert the group leader’s registration to a true reservation, which will segment off the necessary number of slots on that event so that only other members of that leader’s group can register themselves for the event.

Note that this step is only necessary if you intend to track each group member. If you want to track only the group leader and number of participants, you may stop after Step 6.

To build a user group and landing page (for a brand new group only):

  1. Search for the group leader’s user account and click on it to view his or her profile.
  2. Find the user’s response to your question asking for their group name.
  3. Navigate to the People tab > User Groups sub-tab and add a new user group for that leader’s group. Be sure to select the “Only administrators may add users to this group” option under Membership Control.
  4. Navigate to the Setup tab > Landing Pages sub-tab and add a new landing page for that leader’s group. Be sure to check both boxes under the User Group field in the Behavior Section.

To convert the group leader’s registration to a user group reservation:

  1. Navigate to the Events tab and click on the name of the activity your group leader registered for.
  2. Click Registered Users in the bar below the event name.
  3. Select the name from the drop-down at the bottom of the page.
  4. Click Add Group.
  5. Enter the number in the group leader’s Slots Used field into the Slots Reserved field for the group reservation you just added.
  6. Change the Slots Used for your group leader to “1”.
  7. Click Save Registration.
  8. Move the leader’s registration to their group’s reservation. To do this without triggering any confusing cancellation/confirmation emails, in the large text field directly below the group name, enter the group leader’s name. The leader’s user account should appear below the field; click on the leader’s account and click Add User.

Step 8. Confirm the group’s reservation.

Finally, once you’ve converted the group leader’s registration to a true group reservation, simply send the leader an email with a link to his or her group’s landing page to confirm their group for the event. Their group members will each register for the event individually within the group’s landing page, and as a result will be tracked as members of the group so you can report on the group’s activity down the road.

Read more »