Knowledge Base

Manage Groups


Frequently Asked Questions

#1 How to Create a Group?

  1. Click Dashboard
  2. Click Contact Groups
  3. Click Add New Group button
  4. Enter a Group Name (e.g. Executive)
  5. Click Add Group button
  6. Provide a Group Description
  7. If you are defining a member group, click the check box for Member Type
  8. If you are a defining a member group and the group has dues, click the check box for Pays Dues
  9. Under Mutually Exclusive Groups, if a member of this group cannot be a member of another group, select the other groups in the list that the member cannot be a member of
  10. Click Update Group button

#2 How to Edit a Group Name or properties?

  1. Click Dashboard
  2. Click Manage Groups
  3. Click Manage button beside the group to edit
  4. Edit the Group Name
  5. Edit Group Description
  6. If you are defining a member group, click the check box for Member Type
  7. If you are a defining a member group and the group has dues, click the check box for Pays Dues
  8. Under Mutually Exclusive Groups, if a member of this group cannot be a member of another group, select the other groups in the list that the member cannot be a member of
  9. Click Update Group button

#3 How to View Members of a Group?

  1. Click Dashboard
  2. Click Contacts Groups
  3. Click View button for the group you wish to view
    NOTE: The grid will display all members of the group. Use the Filter to view expired or valid members.

#4 To Add an individual to a Group?

  1. Click Dashboard
  2. Click Contacts Module
  3. Search for the contact by name or email using the Search Field located above the grid in the right corner
  4. Click on the Manage button for the individual
  5. Click Groups located in the horizontal menu
  6. Click in the checkbox for the group(s) to ADD (Checked) the individual, add an expiry date if applicable
  7. Click Update Group button to save changes.

#5 To Remove an individual from a Group?

  1. Click Dashboard
  2. Click Contact Groups
  3. Click View beside the Group Name
  4. Search for the individual to be removed
  5. Click on the Manage button for the individual
  6. Click Groups located in the horizontal menu
  7. Click in the checkbox for the group(s) to REMOVE (Unchecked) the individual from the group. If there are any dates populated, clear the dates.
  8. Click Update Group button

#6 How to Email a Group?

  1. Click Dashboard
  2. Click Contacts Module
  3. Click Download button
  4. Click Find for ‘All Contacts by Group
  5. Click on the Group name
    • Note: if you have more than 1 group you wish to email, while holding down the SHIFT key and  CTRL/Command button, click each group you want included
  6. Click the Advance button
  7. Click Send Email
  8. Update the Email Reply-To-, Email From, Email Subject and Email Body Message
  9. Click Preview Email
  10. You may unselect recipients from receiving the email by clicking the checkbox beside each individual’s name
  11. Click Send Email Now - to send immediately OR Click the Calendar icon by the Send Later field to select a date and time to send the message at a future date and Click Schedule Email


#7 How to Download a List of Group Members?

  1. Click Dashboard
  2. Click Contacts Module
  3. Click Download button
  4. Click Go beside All contacts by Group
  5. Select the group(s) you want to download and click Advance button
    • To multi-select, hold down the CTRL/Command key and click to select
    • To only select Active Members, click the radio button for Active Members
  6. Click Download Excel
  7. Select the fields to be included in the download file
    • NOTE: if you are downloading multiple groups, ensure to check the 'Contact Groups' field
  8. Click Download button

#8 How to delete a Group?

  1. Click Dashboard
  2. Click Contacts Module
  3. Click Manage Groups
  4. Click Delete button beside the group you wish to remove.
  5. A pop-up message will appear asking you to confirm the removal of the group, click OK
    • NOTE: Deleting a group will also remove all the contacts from the group.

#9 How to import contacts into a new group?

  1. Click Dashboard
  2. Click Manage Groups
  3. Click Manage button beside the group to edit
  4. Click Batch Operations tab
  5. Click Download Template link under the Batch Group Import section and follow the on-screen instructions on how to populate the file.
  6. Once the import file is ready, click Upload Import File button to locate the import file and import the list.
Overview

This is where you manage and create groups within your conference system. You may then use the groups to organize your contacts. After you create a group, you may designate the group as either a member group/group that pays dues so you may track the financials within the group members.

Groups are used to designate general contacts from the systems. It is a more official way to group contacts in a static non-changing group as opposed to the Email/Download area, where you can drill down into groups of people in real time based on forms field selections. Once someone is placed in a group, that person is a member of that group until otherwise removed. 

Examples of Groups:

  • Board Members
  • Executive Committee
  • Students
  • Nurses
  • Professors
  • Award Recipients

X-CD Technologies (pronounced "Exceed"!) has been supporting the association and conference industry since 1995. All of our software modules are proprietary and developed in-house which gives us the flexibility to make customized changes to meet all of our clients unique needs.

We have offices in both San Francisco and Toronto and a network of conference management organizations and suppliers worldwide that can help and serve your needs wherever your next conference venue is located.

Our clients include both small and large associations and conferences and events range from as small as 100 to 5,000 attendees. Our client base includes universities, corporations, associations, private companies, conference management groups and government.

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