Configure Groups

A group is a team of users for which reservations are made at your facilities. A group can be a single person, or an entire organization or department of people. A group is one of the four core data items that you must configure so that your users can make reservations. A group can be an internal or external entity and it can be an organization or an individual. To confirm that a group has not already been configured, you can search for the group.

Your organization might use a different term to identify the entities for which reservations are made at your facilities. To change the term from “group” to your organization-specific term throughout your EMS system (menus, window and dialog box titles, confirmation headings, and so on), edit the "Group Title Plural" and "Group Title Singular" parameters. Learn about Editing System Parameters.

If your organization has licensed EMS Human Resources Toolkit, this affects how data is imported for your users, groups, and contacts.

ClosedSearch for a Group and/or Contact

To search for a group and/or contact:

  1. On the toolbar, click the Groups icon. 

    The Groups dialog opens on the Results tab. By default, it lists the first 1000 groups that are configured in your EMS database with an Active status.

    To change the number of records displayed in the Groups window, click Options and select a different number of records to return.

  2. Open the Filter tab and set your search criteria.

    Filter Tab Field Descriptions

    Option

    Description

    Display

    • Group – Display all groups that meet your search criteria on the Results tab.
    • Contact – Display all contacts that meet your search criteria on the Results tab.

    When a list of contacts is displayed, the contact’s group is also displayed.

    Search Fields

    • Starts with – The string is not case-sensitive, but your search is limited to the exact order of the characters in the string, and the string must begin with the information for which you are searching. For example, Assoc returns Association of Broadcasters but not Biomedical Student Association.
    • Contains – Your search is limited to the exact order of the characters in the string, but the string is not case-sensitive, and the string can be found anywhere in your search results. For example, Assoc returns both Association of Broadcasters and Biomedical Student Association.

    Group

    Fields are available if you select Groups for Display. Enter values in any or all fields.

    Contact

    Fields are available only if you select Contacts for Display. Leave all fields set to their default search values to search for all active contacts that are currently configured in your EMS database, or enter values as needed in any or all fields.

    If you select Contact, then the Group and Contact fields are available to search. If you enter data in both sets of fields when you are searching for a contact, then your search criteria must be met for both the contact and the contact’s group for the contact to be displayed on the Results tab.

    To reset the Filter to its default settings, click Reset Filter.

  3. Click Get Data

    The Results tab opens with a list of search results that meet all your search criteria.

  4. To further filter the display on the Results tab, in Search, enter a search string.

    The list of groups is dynamically updated as you enter your search string. Your search is limited to the exact order of the characters in the string, but the string is not case-sensitive, and it can appear anywhere in your search results. For example, a search string of Assoc returns both Association of Broadcasters and Biomedical Student Association.

ClosedConfigure Groups 

The following procedure describes the basic information that an EMS administrator typically configures for a group. Groups configured this way are a starting point for the reservationists at your organization, and they have the option to configure additional information for a group. For example, they can configure comments or reminders for a group. Your reservationists can also configure and/or edit a groups “on the fly” during the reservation process.

Before you configure a group, you might want to search for the group to verify that it has not already been configured.

To configure a group:

  1. On the toolbar, click the Groups icon. 

    When the Results tab first opens, it lists up the first 1000 groups that are currently configured in your EMS database with an Active status.

  2. Click New

    The Group dialog opens on the Group tab.

  3. Enter the summary information for the new group.

    The only required information is the group name. Other information on all tabs is optional and can be added at a later date.

    Field

    Description

    Name

    Required. The name of the group (50 character maximum including spaces).

    Address

    City

    ST

    Country

    Zip

    The street or mailing address for the group.

    International

    Select to drop the State and Zip fields for an international group.

    Group Type

    If a group type is not available, you can configure it.

    Phone

    Fax

    The phone and fax numbers for the group.

    The Phone and Fax fields have a field available from which you can select a different value (Fax, Mobile, Other, or Phone) for the field label, or you can enter a user-defined value. To enter a user-defined value, double-click the current field label to select it, and then enter the user-defined value over the selected label.

    Email Address

    The email address for the group.

    If your computer is connected to a network, click the Search icon to open a Global Address Lookup dialog and search for the email address.

    URL

    The URL for the group’s website.

    Everyday Users can link to this group's website on EMS Web App.

    Default Contact

    Populated with the name of the default contact for the group after you have defined default contacts for the group.

    Require Contacts

    Select if the group is to always require a contact when a reservation is being made for the group.

    VIP

    Select if the group is to be designated as a VIP group.

    Available to Web Users

    Select if users are to be able to look up the group in EMS Web App.

    Inactive

    Leave blank to add the group as an active group. Select to inactivate the group.

    The only required information is the group name. All other information on all tabs is optional and can be added at a later date when needed.

  4. Optional: Open the Billing Information tab and add the default billing information for the group.

    The values you specify here will be used as the default values when a new reservation is made for the group. An EMS user can change these values if needed.

    Entering Billing Info Here Assigns It To The Group. This means that whenever a member of this group books space, this billing info will be applied to the booking. Therefore, the best practice is to first define you Pricing Plans, Payment Types, and other billing info before defining it here for the group.

    Billing Information Tab Field Descriptions

    Option

    Description

    Pricing Plan

    If the appropriate pricing plan is not available, you can configure it. Refer Configuring Pricing Plans.

    Payment Type

    If the appropriate payment type is not available, you can configure it. Refer Configuring Payment Types.

    Salesperson

    The salesperson for the event.

    An EMS user is designated as a Salesperson at the time that the user’s account is configured. If you do not see the appropriate user in the list, you can edit an existing user account, or create a new user account as needed. Refer Configuring User Accounts.

    Event Coordinator

    The event coordinator for the group.

    An EMS user is designated as an Event Coordinator at the time that the user’s account is configured. If you do not see the appropriate user in the list, you can edit an existing user account, or create a new user account as needed. Refer Configuring User Accounts.

    Sales Category

    If the appropriate sales category is not available, you can configure it. Refer Configuring Sales Categories.

    Status

    The status is a way to indicate the standing or ranking of the group. The default values are the following:

    • OK – A reservation can be made for the group. (In your organization, this status could indicate that the group is current in payments due.)
    • Warning – If a group status is set to Warning, then a Warning message opens when you make a reservation for the group. It does not, however, prevent a reservation from being made for the group.
    • Bad – If a group status is set to Bad, then reservations cannot be made for the group.

    You can always change the default values for these group statuses. Refer Editing System Parameters.

    Billing Reference Number

    You can manually enter data into the field, or you can click the Search icon to open a master list of billing reference numbers and select a reference.

    To define a list of eligible billing references that are specific to the group, refer Configuring Additional Information for a Group.

    PO Number

    You can manually enter data or click the Search icon to open a master list of PO Numbers and select a PO number.

    To define a list of eligible PO numbers that are specific to the group, refer Configuring Additional Information for a Group.

    External Reference

    Links the group to an outside program.

    Account

    If the appropriate account is not available, you can configure it. Refer Configuring Accounts.

    This field displays only if the EMS system parameter “Show Account Field on Group” is set to “Yes.”

    The values you specify here are the default values applied to new group reservations. An EMS user can change these values.

  5. Optional: Open the Other tab and add other identifying information for the group.

    Other Tab Field Descriptions

    Option

    Description

    Network ID

    The Windows login for the group.

    Personnel Number

    Organization number for the group.

    Badge Number

    Badge number for the group.

    Other ID

    Secondary ID for the group.

  6. Click OK.

    A group-specific window opens with the newly configured group automatically selected. You can use the options on this window to carry out additional configuration for the group.