Manage Permanent Groups in REKNOWN

Purpose#

Create reusable groups within a program, assign students and volunteer leaders, filter list-mode check-in by group, and remove groups that are no longer active.

Who Can Do It#

Organization admins can manage groups for any program. Editors can manage groups only for programs where they have Editor access. Volunteers can be assigned as group leaders but cannot manage groups.

Prerequisites#

• Have an active 14-day trial or paid subscription.
• Have an active program with Enable permanent groups for this program selected.
• Have organization-admin access or Editor access to that program.
• Create or assign students and volunteers to the program before assigning them to one of its groups.

Create a Permanent Group#

1. Select Programs in the workspace sidebar.
2. Find the program and select View / Edit.
3. Confirm that Enable permanent groups for this program is selected. If it is not, select it and choose Save program.
4. In Groups, enter a name in Group name.
5. Select Create group.
6. Confirm that the group appears under Program groups with its current student and leader counts.

Assign a Student to a Group#

1. Select Students in the workspace sidebar.
2. Find the student and select View / Edit, or select the student on a small screen.
3. Select Edit student.
4. Under Student programs, select the grouped program if it is not already selected.
5. Under Student groups, find the select field labeled with the program's name.
6. Choose the group, or choose No group to clear the student's group for that program.
7. Select Save student.

Assign a Volunteer Leader to a Group#

1. Select Volunteers in the workspace sidebar.
2. Find the volunteer and select View, or select the volunteer on a small screen.
3. Select Edit volunteer.
4. Under Program access, select the grouped program if it is not already selected.
5. In Group, choose the permanent group, or choose No group to clear the assignment for that program.
6. If you are an organization admin, also review Access level and choose Volunteer or Editor as appropriate.
7. Select Save volunteer.

Assign Groups in Bulk#

1. In Students or Volunteers, select the records you want to update.
2. Select Edit assignments in the selection toolbar.
3. In Action, choose Set group to assign a group or Clear groups to remove group assignments for a program.
4. In Program, choose the relevant program.
5. For Set group, choose a value in Group.
6. Select Apply to 1 student, Apply to 1 volunteer, or the corresponding button showing the selected count.

Use Groups During Check-In#

1. Open an event in list-mode check-in.
2. If the event's program has permanent groups and at least one active group, use Group beside Search students.
3. Choose All groups, Ungrouped, or a group name to filter the roster.

Delete a Group#

1. Open the program from Programs with View / Edit.
2. In Program groups, find the group and select Delete group.
3. Confirm that the group disappears from Program groups.

Fields and Options#

• Group name: Required and unique within the program.
• Student groups: Appears on an editable student form for each selected program that has permanent groups enabled. Each student can have one selected group per program.
• Group: Appears under a volunteer's selected program when that program has permanent groups and at least one active group. Each volunteer can have one selected leader group per program.
• No group: Leaves the person assigned to the program without a permanent-group assignment.
• Set group: Assigns the selected students or volunteers to one group in the chosen program.
• Clear groups: Removes group assignments for the selected records in the chosen program.
• All groups: Shows the full eligible roster during list-mode check-in.
• Ungrouped: Shows eligible students without a permanent-group assignment for that event's program.

What Happens Afterward#

• The program list shows the number of active groups instead of Auto or Manual when permanent groups are enabled.
• Program groups shows each group's student and leader counts.
• Assigning a person to a group replaces that person's other group assignment in the same program.
• Students and leaders remain members of the program when their group assignment is cleared.
• Deleting a group removes it from active lists while keeping students and history intact.
• Permanent groups can speed up list-mode check-in by filtering the roster. The permanent-group filter is not shown in kiosk mode.

Troubleshooting and Important Notes#

• If Groups is missing from a program, select Enable permanent groups for this program and save the program.
• If A group with that name already exists for this program appears, choose a different group name.
• If This program has no active groups. appears during a bulk Set group action, create a group before retrying.
• If a student cannot be assigned, confirm that the student belongs to the same program. REKNOWN rejects students who do not belong to that program.
• If a volunteer cannot be assigned as a leader, confirm that the volunteer has access to the same program.
• If REKNOWN says you can manage groups only where you are an editor, ask an organization admin for Editor access to that program.
• The current group list supports creating and deleting groups, but it does not expose controls to rename or reorder them.
• The current program detail page does not ask for confirmation before deleting a group. Verify the group name before selecting Delete group.
• Delete group is a user-facing action. The group becomes inactive rather than being erased, and the current interface does not provide a restore control.
• A deleted group's name remains reserved within that program. Creating a replacement group with exactly the same name will report that the group already exists.