Event: Planners: Planners & Sub-block Groups

Use this page to add, modify or remove Event Planners, Sub-block Groups and Sub-block Group Contacts associated to the event.

Adding or Editing a new Sub-block Group

1. To add a new Sub-block Group, select the click here link.

2. If creating a new Sub-block Group that does not already exist in the Sub-block Group Library, select the New Group link.

1. • Enter a unique, descriptive Name for the Sub-block Group.

   • Enter a Type. This field is optional and may be used as a way to categorize Sub-block Group Names.

   • Select which Attendee Types this Sub-block Group should have access to.

   • Optionally, select to Add the newly created Sub-block Group to the Library for future use.

   • Select the Add button.

3. If utilizing a Sub-block Group that exists in the Sub-block Group Library, select the Sub-block Group to be added and indicate which Attendee type(s) the Sub-block Group should have access to.

   • Select the Add button or the Add and send Email button. Customize the planner email if desired when that option is selected.

4. Click Save when done.

Once the Sub-block Group has been added to an event, there are four management options:

1. Select the Add Planner icon () to add Sub-block Group Contacts to a Sub-block Group.

   1. Additionally, one Sub-block Group Contact may be designated the Primary User by selecting the star icon ( ) next to the name. The Primary User is the lead contact and will receive any sub-block notifications sent by the event organizer.

2. Select the Resend an email icon () to generate the planner email to a Sub-block Group Contact.

3. Select the edit icon () to change the Name or Type.

4. Select the Delete icon () to remove the Sub-block Group.

Adding an Event Planner

Use the Event Planner option for planners that should have access to the entire event and all sub-blocks within the event. Select the Add Planner icon () within the Event Planner section of the page to add a planner. If the planner's email already exists within the Passkey database, the associated contact information may be pre-populated in the Planner Information fields by clicking the message presented. Information may then be edited as required.

Planner Email

Click the switch to ON to enable the planner to receive weekly email reminders to view the Planner Dashboard. An OFF setting disables the email.

The emails are created within the event under Smart Alerts as an Update and by default will send weekly, every Monday, but the timing can be adjusted.

Review and Resend the Planner Email

Planner communication is extremely important to the event. To re-send the planner email, click the envelope icon.

You may choose a planner email from your library by clicking on the dropdown menu in the field named Select email template to use.  You may also add tags to your planner email that will dynamically add information to your email.

The planner email attempts to select the proper language for the content based on the planner locale you have selected and the planner emails you have translated under Event: Communications: Group Campaigns & Acknowledgements. If this is not available it will use the default wording, which you can edit.

Click on the HTML link to use the HTML editor. The HTML editor allows you to further customize your email using formatting such as bullets and different fonts.  You can also add photos and links to external websites.

It is recommended that you send yourself a test email by clicking Send test message.

Once you have finished editing the email, click Send Email to re-send it to the planner.

Removing An Event Planner

Select the () icon next to a planner to remove them from this event only.  Note that their profile will remain in Passkey, so they can be used in other events.

NOTE: If the planner was granted an event connection code, you will see an additional confirmation explaining what will happen to the code and any impacts on the integrations that were created using that code.

Adding a Sub-block Group Contact

Use the Sub-block Group Contact option to provide individuals with access to individual (but not all) sub-blocks. Sub-block Group Contacts see only the sub-blocks to which they have been provided access. 

Use this page to add a new or edit an existing Sub-block Group Contact.

1. Select the Add Sub-block Group Contact icon ( ).

2. Enter contact’s information (all fields are required).

3. Click Save when done.

After the Sub-block Group Contact has been added to a Sub-block Group, the contact’s information may be edited by selecting the Edit Sub-block Group Contact icon ( ) from the Actions list. The Sub-block Group Contact may be removed by selecting the Remove Sub-block Group Contact icon ( ). 

Selecting the Primary User icon ( ) makes the selected planner the primary planner for the sub-block group.

Note: When adding a pre-existing Sub-block Group from the library, all contacts attached at the library level will automatically be included when the Sub-block Group is added to the event. Sub-block Group Contacts in this case must be managed from the library.

Managing Attendee Type Assignments

Use this page to manage which Attendee Types each Sub-block Group should be able to have access to on the event dashboard. 

To manage Attendee Type Assignments, select the click here link.