A group is a set of related booking events run as a single logical series. Parent-teacher interviews held across Monday, Tuesday and Wednesday of the same week are the typical example: three separate events, one group.
Groups give you two things you can’t get from individual events:
- A shared student list so you don’t have to re-tick eligibility on every event.
- A one-booking-per-student rule so the same family can’t claim slots on multiple nights.
When to use a group
Use a group when:
- The same activity runs on more than one date and parents should be able to book either date.
- Eligibility is the same across the series.
- You want to limit each student to one booking across the whole series.
Don’t use a group for unrelated events on different days — those should stay separate.
Creating a group
Go to Booked Events → Groups → New group.
Fill in:
- Name — what staff see when picking the group on a booking event. Term 2 Parent-Teacher Interviews is clearer than PTI Group.
- Override students — when ticked, the group’s student list is the source of truth. Individual events in the group ignore their own student lists. When unticked, each event keeps its own list.
- Only one submission — when ticked, each student can have at most one active booking across every event in the group. Used to stop the same family booking multiple nights of PTI.
- Students — pick the students who are eligible across the group. Only used if Override students is ticked.
Save the group.
Adding events to the group
You don’t add events to a group from the group page — you add the group to each event:
- Open or create a booking event.
- Pick the group from the Event group dropdown.
- Save.
Repeat for each event in the series.
How Override students changes things
With Override students = off:
- Each event in the group has its own student list.
- The group is just a tag that lets you apply the Only one submission rule.
With Override students = on:
- The group’s student list applies to every event in the group.
- Each event’s own student list is ignored (and cleared on save).
- Adding a new event to the group with override on automatically opens it to all group students.
Turn Override students on if you’re managing eligibility centrally. Leave it off if different events in the series have different eligible students (e.g. PTI for Year 7 on Monday, Year 8 on Tuesday).
How Only one submission changes things
With Only one submission = off:
- A parent can book multiple events in the group for the same student. Useful if you want families to book a slot on more than one night.
With Only one submission = on:
- Each student can have at most one active booking across the whole group.
- If the parent cancels their booking, they’re free to book again on a different event.
- The rule is per student, not per parent — a family with two children can book once for each child.
Turn this on for PTI-style series where you want fair distribution. Leave it off for events where multiple bookings are reasonable.
Exporting a whole group
The group page has an Export action that produces a CSV of every submission across every event in the group. Useful for handing a complete attendee list to the team running the series.
Editing or deleting a group
You can edit a group at any time. Toggling Override students on clears each member event’s student list, so be deliberate.
Deleting a group leaves the events behind — they’re just no longer in a group. Submissions are unaffected.