Create saved, one-time small groups from the students currently checked in to an active event, with optional volunteer assignments and gender balancing.
Permissions#
- Organization admins can generate or discard groups for events in any active program.
- Editors can generate or discard groups only for events in programs they edit.
- Volunteers can view accessible saved groups but cannot generate or discard them.
Prerequisites#
- The event must be active, not cancelled.
- At least one student must currently be checked in. Removed check-ins are not included.
- Any selected volunteer must be active and assigned to the event's program.
Generate Groups#
- Open Schedule and select the event.
- Select Group generation to move to the Small groups section, or scroll to it.
- Enter a Target group size from 2 through 20.
- Leave Balance Boys/Girls selected to distribute recognized male and female students across groups, or clear it for distribution without gender buckets. The exact label follows the organization's configured gender labels.
- Under Volunteers, select any active volunteers you want assigned.
- Select Generate groups.
- Review the saved group cards and their student and volunteer assignments.
How Generation Works#
| Setting or result | Behavior |
|---|---|
| Target group size | Defaults to 6. The number of groups is the checked-in student count divided by this target, rounded up, with at least one group. It is a target rather than a guaranteed exact size. |
| Balance Boys/Girls | When selected, recognized male and female values and unspecified values are distributed separately across the groups. Students are shuffled, so regenerating can produce different assignments. |
| Volunteers | Optional. At most one selected volunteer is attached to each group. Groups may show No volunteer assigned. Extra selected volunteers beyond the number of groups are not assigned. |
| Group names | Groups are saved as Group 1, Group 2, and so on. |
| Student coverage | Every currently checked-in student is assigned exactly once when generation succeeds. |
Generation uses the current check-in roster at the moment you select Generate groups. Later check-ins or removed check-ins do not automatically revise the saved groups.
Regenerate Groups#
- Adjust Target group size, Balance Boys/Girls, or Volunteers.
- Select Generate groups again.
Successful regeneration replaces all existing saved groups for that event with the newly generated groups.
Discard Groups#
- Select Discard groups.
- Review the Discard generated groups? confirmation.
- Select Discard groups.
Discarding removes the saved event groups and assignments. Attendance records remain available.
Outcome#
Saved cards list each group, its assigned volunteer or No volunteer assigned, and its students. The groups remain attached to the event for later review. Cancelling the event keeps them, but group regeneration is disabled until the event is restored.
Troubleshooting and Notes#
- If Generate groups is disabled, check in at least one student first.
- If the group controls are unavailable, the event may be cancelled or you may not have edit access to its program.
- If no volunteers appear, no active volunteers are assigned to the event's program, or the volunteer list is still loading.
- If a selected volunteer becomes inactive or loses program access before submission, generation is rejected.
- Balance Boys/Girls aims to spread gender buckets across groups; it does not guarantee identical group composition or sizes.