What are Subgroups and Subsections?

A Subgroup or Subsection is a subset of a Main Group or Main Section (respectively) 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 and Subsections solve all of these problems and can easily be created from Groups and Sections using any number of specific Rules. Because they are a subset of an existing data set, any updates to the Main Group / Main Section will immediately update all subsets based on that Group or Section. 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 / Main Sections from Subgroups / Subsections. Main Groups / Main Sections include a circled "M" next to their name, as shown in the following screenshot. Additionally, the entry in the "Main Group" or "Main Section" column will include links to the list for the respective Subgroup / Subsection.


When to Use Subgroups and Subsections

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


A good way to think of Main Groups is as a master 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.


In another example, let's say your main Guest list for a wedding contains 116 people, but you'd like to create a Subgroup of just the main family members of the Bride & Groom. You can add a "Type" field that equals "Family" for each of the family members, then create a Subgroup with a single rule set for Type "equals" Family, as shown in the following screenshot.


Similarly, Main Sections are your master list of Places. For example, you could have a Main Section with all of the cars you will be using for a carpool. Then, it could be useful to have Subsections divided by kind of vehicle. For instance, "Mini-Vans", "Hybrids", "SUVs", etc.




How to Create a Subgroup

In order to create a Subgroup you must have first created a Main Group (also called simply "Groups"). You need to do this first, because a Subgroup is only a subset of a Main Group and therefore cannot exist without them. 


Once you have a Main Group, simply begin creating a new Group as you normally would. You will be presented with a number of options for creating the new Group, but the one you want to use is "Segment an Existing Group.". Click this box and more options will appear.


You'll need to first select which Group to segment. Use the drop-down to view all of your Groups and choose the appropriate one. Next, enter a name for the new subset. It may be helpful to you to include the name of the Main Group in the name of the new Subgroup. For example, "Birthday Party Guests - Kids" clearly indicates that the Main Group is "Birthday Party Guests", while the Subgroup contains just "Kids." 


Using Rules

So now you have your Subgroup created. But it's basically just a copy of the Main Group at this point. How do you turn the a Subgroup into a subset of the Main Group? Easy, you use Rules.


First, navigate to the People tab of the Subgroup. If you have just created the subset, you should be there already. You'll notice that a new button has appeared in the upper right-hand corner of the screen labeled "Rules." Click on this button to bring up a side menu. 


On the Rules side menu, you can press the "New Rule Set" button to add a new group of Rules. Rules can be grouped together in rule sets so that you can create conditions for a Rule to be applied. For example, you may want to create a Rule to include only people that are "Kids" and live in the neighborhood "Fairfax." By using a Rule Set, only people that meet both these conditions will be added to the Subgroup.


Adding a specific Rule is easy. First select the Field you will use for the Rule. This can be any Field from the Group. Next select the criteria for the Rule. This can be that the Field "contains", "does not contain", "equals", etc. a specific value. You will enter this value in the "Value" field.


So, for example, the Rule "Type", "Equals", and "Kid" will filter for items in the Main Group where the "Type" Field is exactly equal to "Kid."


To delete any Rule, simply click the trash can icon next to the Rule. After you have created your Rules and Rule Sets, press "Apply Rules" at the bottom of the side menu to apply the Rules to the Subgroup. You will immediately see the list update to display only the items that meet the criteria you have just created.


Editing Subgroups

Subgroups pull all of their data from the Main Group. Therefore, if you would like to add a new Field to a Subgroup, you will need to add the field to the Main Group. It will then appear in all Subgroups associated with that Main Group.


However, you can edit People data from within a Subgroup. Any changes made to an Person will affect the Main Group and all associated Subgroups. This is because an individual Person is treated as the same data point between the Main Group and all Subgroups. This means you have to be careful! When you edit details for a Person within a Subgroup, it may change data in many other Groups.


How to Create a Subsection 

In order to create a Subsection you must have first created a Main Section (also called simply "Sections"). You need to do this first, because a Subsection is only a subset of a Main Section and therefore cannot exist without it. 


Once you have a Main Section, simply begin creating a new Section as you normally would. You will be presented with a number of options for creating the new Section, but the one you want to use is "Segment an Existing Section.". Click this box and more options will appear.


You'll need to first select which Section to segment. Use the drop-down to view all of your Sections and choose the appropriate one. Next, enter a name for the new subset. It may be helpful to you to include the name of the Main Section in the name of the new Subsection. For example, "Tables for Party - Kids" clearly indicates that the Main Section is "Tables for Party", while the Subsection contains just "Kids' Tables."  


Using Rules

So now you have your Subsection created. But it's basically just a copy of the Main Section at this point. How do you turn the a Subsection into a subset of the Main Section? Easy, you use Rules.


First, navigate to the Places tab of the Subsection respectively. If you have just created the subset, you should be there already. You'll notice that a new button has appeared in the upper right-hand corner of the screen labeled "Rules." Click on this button to bring up a side menu. 


On the Rules side menu, you can press the "New Rule Set" button to add a new group of Rules. Rules can be grouped together in rule sets so that you can create conditions for a Rule to be applied. By using a Rule Set, only people that meet all of the Rules in the Rule Set will be added to the Subsection.


Adding a specific Rule is easy. First select the Field you will use for the Rule. This can be any Field from the Section. Next select the criteria for the Rule. This can be that the Field "contains", "does not contain", "equals", etc. a specific value. You will enter this value in the "Value" field.


So, for example, the Rule "Type", "Equals", and "Kid" will filter for items in the Main Section where the "Type" Field is exactly equal to "Kid."


To delete any Rule, simply click the trash can icon next to the Rule. After you have created your Rules and Rule Sets, press "Apply Rules" at the bottom of the side menu to apply the Rules to the Subsection. You will immediately see the list update to display only the items that meet the criteria you have just created.


Editing Subsections

Subsections pull all of their data from the Main Section. Therefore, if you would like to add a new Field to a Subsection, you will need to add the field to the Main Section. It will then appear in all Subsections associated with that Main Section. Same for Groups.


However, you can edit Places data from within a Subsection. Any changes made to a Place will affect the Main Section and all associated Subsections. This is because an individual Place is treated as the same data point between the Main Section and all Subsections. This means you have to be careful! When you edit details for a Place within a Subsection, it may change data in many other Sections.