You've probably heard the saying, "There's no I in team." At Splash, we agree. After all, it's grammatically correct, and who can argue with that? But it's also because hosting an event requires a lot of work. Even if there's a single event owner, it's still a team effort.
Splash is built with this collaboration in mind, which is why the Groups Manager tool allows you to organize team members based on similar departments, regions, campaigns, or any other way you want to assemble your team. This allows you to scale your event program by automatically sharing events, themes, and contacts across multiple users.
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Before we dive in, let's go over the difference between roles and groups within your team. A role determines a user's permissions in Splash, while a group determines a user's visibility. More specifically, groups determine which events, themes, and contacts a user can access and share with other users.
Every Splash user must be assigned to one role and at least one group. And by must, we mean it's required. You can't add a user to your team without them. Both users and groups are located within the Team tab.
By default, there will always be at least one group created for your team. So, if your team is smaller in size, you might just have this one group. If your team is larger, it's possible you have a multi-group structure already in place.
This guide will meet you wherever you're at in the groups process. It'll walk you through how to create a new group and manage your existing ones. Read on to learn how.
Creating a group
To create a new group, click on Team from the top-level navigation and then click Groups.
Note: All Administrators and Group Managers have access to the Groups tab. This doesn't include Basic plans.
Groups can be added one-by-one by clicking New Group or in bulk by using the Import New Groups option.
Clicking New Group will take you to the group settings page where you'll enter a group name, establish group structure, and set group permissions.
Once you've entered a descriptive group name, move on to group structure.
Establishing group structure
Splash offers two group types — top-level groups and subgroups — to establish different structures within your team.
Top-level groups are just that, top-level. By default, there will always be at least one top-level group created for your organization.
Top-level groups can act as standalone groups or can have subgroups nested beneath them. If you have a smaller team, one top-level group may be enough. But if your team structure is more complex, you'll want to use subgroups. This creates the hierarchy that determine which users can see which events. All top-level group members can see and edit events created by subgroup members. Admins typically sit in top-level groups since they pull highest rank in Splash and should see all events being created.
Use the Parent Group dropdown to create a group under an existing group or select Top-Level to create a separate group hierarchy.
Pro Tip: Creating a top-level group will automatically add your account as a member of the group.
Once you determine the type of group you're creating, move on to establishing the permissions for the group.
Setting group permissions and determining event visibility
There are two permission sets within groups — action permissions and event permissions.
Action Permissions grant access to viewing events and receiving RSVP notifications.
- Can view events (required)
This setting can't be edited since group members must be able to view events to some degree - even if it's just viewing their own.
- All members get emailed
When this box is checked and a group is added as a collaborator on an event, all members of the group receive RSVP notification emails for the event. Unchecking this setting will turn off all RSVP notifications for events where the group is added as a collaborator. Any group members added as individual collaborators on these events can manage RSVP notifications separately.
Note: RSVP notifications for group collaborators can't be turned off on an event-by-event basis.
The settings under Event Permissions determine event visibility.
Selecting Limited Group Access means all group members can see each other’s events, themes, and contacts. This is by far the most popular group type because as we know, by their nature, events require a team effort.
Selecting Manager Access means group members are treated as solo collaborators, seeing and owning only their own events, themes, and contacts. If team members can't see any events or only see their own on the Events Dashboard, it's due to this permission being selected.
However, if a group member is marked with the Group Manager permission, they can access all events, themes, and contacts within their group and subgroups, regardless of the owner. We'll go over the Group Manager permission in the next section.
Once all permissions are set, hit Save.
Adding users and assigning Group Managers
To add users to a group, open the Team tab and select Users. Click on the user you want to add to a group, enter the name of the group in the Group(s) section, and then hit Save. The user will receive an email letting them know they've been added to the group.
If you select the Manager Access permission, you'll also need to assign Group Managers to oversee the group. When Manager Access is enabled, only selected Group Managers have permission to edit the group.
Pro Tip: We recommend giving Group Manager access to at least one Administrator or Group Manager on your team so they have access to edit the group.
To assign a Group Manager:
1. Open the Groups tab.
2. Locate the group the user is in and click on the users icon to the right.
3. Click Edit next to the user.
4. Check the Group Manager box.
5. Hit Save.
Users assigned as Group Managers will only see events that they're the Group Manager of and any subgroups of that group.
Note: The Group Manager permission isn't related to the Group Manager role.
Adding groups as event collaborators
A user's group is automatically added as a collaborator to any event they create.
Other groups can also be added as collaborators using the Add Group button.
Editing or deleting a group
Groups can be edited or deleted at any time. Any name changes or permission changes made to a group will apply to any existing events and all events moving forward.
However, user changes don't apply retroactively. This means users added to an existing group will only see events created by group members moving forward. When removing a user from a group, the group will still appear as a collaborator for the user's existing events and will need to be manually removed.
To edit a group, hover over the group and click the gear icon that appears on the left.
Note: If the group has Manager Access enabled, only the group creator or a group member with the Group Manager permission can view or edit the group.
Make any necessary changes and save or use the Delete Group option to fully remove the group.