What are Subgroups?

A Subgroup is a subset of a Main Group (also simply called Groups) created using Rules and Rule Sets. Imagine that you are planning a birthday party. Your Main Group might include all the kids that are invited as well as their parents. This Group works great for most Activities, but there might be some Activities that are only for kids; or some Activities that are only for parents. What do you do in this scenario? 

Now, you could easily create separate Groups for just kids and just parents, but this presents a number of problems.

  1. It's a lot of work to duplicate data for kids and parents you've already entered in your Main Group.
  2. If you need to update information for someone, you will need to do so in both Groups.
  3. If there are any accidental differences in spelling for a parent or kid between Groups, then the data won't appear correctly merged for the participants.

Subgroups solve all of these problems. Subgroups  can easily be created from Groups using any number of specific Rules. Because they are a subset of an existing data set, any updates to the Main Group will immediately update all subsets based on that Main Group. This means that if you need to change one person's address in the Group, their address will be updated across all associated Subgroups. Finally, there is less chance for error since you won't need to enter data multiple times.

Eventene contains visual indicators to help differentiate the Main Groups  from Subgroups. Main Groups include a circled "M" next to their name, as shown in the following screenshot. Additionally, the entry in the "Main Group" column will include links to the Main Group for the respective Subgroup. If the Group is a Main Group already, this column will show the name of Group itself.

Main Groups vs Subgroups

So, you may still be wondering when and where to use Subgroups and where Main Groups are more useful. 

A good way to think of Main Groups is as a roster. If you are continually planning events for an organization or a specific group of people, then a Main Group serves as the overall roster for everyone in that group. However, since it's not always reasonable to invite every single person in an organization or group to an event, you can use Subgroup to make subsets of this roster.

For example, if you are a volunteer coordinator for a 5th grade class, you would have a Group that includes all of the students, parents, and classroom staff. However, for events like parent-teacher meetings, field trips, and in-school activities, you would need to have subsets of this Group.

These subsets (Subgroups) might be "Students", "Students and Parents", "Teachers", "Classroom Volunteers." You can use Subgroups to create each of these subsets (with independent column configurations) while only needing to maintain the one data source: the Main Group.