Managing Groups

Groups represent teams, ensembles, or units that participate in your organization's events and competitions. This guide covers how to create, edit, and manage groups within your organization.

Accessing the Groups Page

1. Navigate to your organization
2. Click Groups in the top navigation menu

Understanding the Groups Interface

Group Types

If your organization has multiple group types (e.g., "Marching Band," "Winter Guard"), you'll see a list on the left side. Click a group type to view and manage groups of that type.

Filtering Groups

Use the filter panel on the left to narrow down your group list:

• All - Show all groups (default)
• Missing Circuit ID - Groups without a circuit/organization identifier
• No Administrator - Groups with staff but no administrator assigned
• No Members - Groups with no staff members at all
• Pending Members - Groups with membership requests awaiting approval
• Pending Admin Requests - Groups where staff have requested administrator access
• Pending Data - Groups with custom data submissions awaiting review

Status Filters

Use the button group at the top of the list to filter by status:

• All - Show all groups regardless of status
• Active - Currently active groups
• Inactive - Deactivated groups
• Pending - New groups awaiting acceptance into your organization

Searching Groups

Use the search box to find groups by:

• Group name
• Location
• Circuit ID

Creating a New Group

1. Click Create a New Group (or press N on your keyboard)
2. Fill in the group details:

• Name - The official name of the group
• Location - City, state, or other location identifier
• Division - Select the appropriate competitive division
• Circuit ID - Your organization's identifier for this group (optional)

1. Optionally add initial members by email address
2. Click Save

Note: You must have at least one division configured before you can create groups. Set up divisions in Settings > Divisions.

Editing a Group

Click on any group in the list to open the group details modal. The modal contains several tabs:

Members Tab

Manage who has access to the group:

Adding Members:

1. Enter the person's email address
2. Click Add Member
3. If the person has a CompetitionSuite account, they'll be added immediately
4. If not, they'll receive an invitation to create an account

Managing Existing Members:

• Click the dropdown next to a member's name to:
• Set as Administrator - Full access to manage the group
• Set as Staff Member - Limited access
• Grant/Remove Video Download Access - Control access to performance videos
• Remove Member - Remove them from the group

Approving Pending Members:

When someone requests access to a group, they appear in the Pending Members section:

• Click Approve as Staff Member to add them with limited access
• Use the dropdown to Approve as Administrator if they need full access
• Click Reject Request to deny access

Admin Access Requests:

Staff members can request administrator access. When a request is made:

• An orange "Admin Access Requested" label appears
• Set them as Administrator to approve
• Select "Ignore Admin Access Request" to deny without removing them

Member Audit Log Tab

View a history of all membership changes including:

• Access requests
• Approvals and rejections
• Role changes (Admin/Staff)
• Member additions and removals

Filter by action type or search by member email.

Membership & Events Tab

View the group's participation history by season:

Season Membership:

• See membership levels and payment status
• Transfer - Move membership to a different group
• Cancel - Cancel the membership

Event History:

• View all events the group has performed in or registered for
• See registration status (registered or waitlist)

Invoices Tab

View all invoices associated with the group:

• Invoice number and type
• Balance due
• Payment status
• Click View to see invoice details

Note: This tab is only visible to users with invoice access permissions.

Group Information Tab

If your organization has configured custom data fields, this tab displays:

• Custom data sections and fields
• Current values submitted by the group
• Pending submissions awaiting approval

Reviewing Pending Data:

When a group submits updated information:

1. The pending value appears with Approve/Reject buttons
2. Click Approve to accept the new value
3. Click Reject to discard the submission

Editing Custom Data:

Click the pencil icon next to a section name to edit values directly.

Approving or Rejecting Change Requests

Groups can request changes to their basic information. When a request is pending, you'll see it below the relevant field with Approve/Reject buttons:

• Name Change Request - Appears below the Name field
• Location Change Request - Appears below the Location field
• Division Change Request - Appears below the Division dropdown

Accepting or Rejecting New Groups

When a group is created through self-registration, it appears with "Pending" status:

1. Click on the pending group to review
2. Review the group details and members
3. Click Accept Group to approve, or Remove Group to reject

Important: If a pending group has an active season membership, you must cancel or transfer the membership before rejecting the group.

Activating and Deactivating Groups

Deactivating a Group:

1. Open the group details
2. Click Deactivate in the lower-left corner
3. The group moves to Inactive status

Reactivating a Group:

1. Filter the list to show Inactive groups
2. Click on the inactive group
3. Click Re-activate in the lower-left corner

Bulk Deactivation:

To deactivate all groups of a specific type (useful for season transitions):

1. Select the group type on the left
2. Click Deactivate All [Type] Groups at the bottom of the filter panel
3. Confirm the action

Status Indicators

Groups display labels to highlight items needing attention:

Keyboard Shortcuts

Best Practices

1. Assign Administrators - Every group should have at least one administrator who can manage their own members and update group information.

2. Review Pending Items Regularly - Check the filter options to find groups with pending members, data, or admin requests.

3. Use Circuit IDs - If your organization uses circuit identifiers, ensure all groups have one for easier tracking and reporting.

4. Season Transitions - Use bulk deactivation at the end of a season, then reactivate groups as they register for the new season.