Overview of Customer Groups
The Groups feature in RaceFacer POS allows for efficient management of guest groups during activities and events. With functionalities ranging from group creation and assignment to integration with sessions and reservations, the Groups feature streamlines guest organization and enhances operational efficiency. This guide provides an end-to-end walkthrough of configuring and utilizing the Groups feature.
Customer groups functionality comes included with your license at no extra cost.
Enabling Guest Group Functionality
The Groups feature can be enabled or disabled via the POS settings. When enabled, group-related functionality becomes accessible across various modules of the system.
Navigate to Administration > Settings > POS.
Locate the setting titled Enable Customer Groups.
Toggle the setting On to enable group functionality or Off to disable it.
Marking Orders as Group Orders
Marking an order as a group order allows you to group all guests within a single transaction and assign them to a new or existing group. These groups become available in the session manager so you can manage sessions by groups, streamlining session management.
Go to POS > POS and create a new order.
Enable the Group Order? option within the order details.
A group will automatically be created using the first guest's name in the order.
Customize the group by:
Editing the group name.
Selecting a group color from the color picker.
Setting Group Names and Colors
Assign distinct names and colors to groups for quick identification in orders and sessions.
When marking an order as a group order, a default group name and color are generated.
To customize:
Edit the group name by typing a new one in the Group Name field.
Select a new color from the color picker.
Changes are automatically saved and applied across all related modules.
Assigning Guests/Orders to Existing Groups
Assign guests and orders to an existing group, even if they were created in separate transactions.
In the order details, locate the Group Section.
Click the Add to Group button to open the Groups modal.
Select the desired group from the list to assign the current order and guests to it.
Viewing and Managing Groups in the Session Manager
Easily view and manage guest groups in the Session Manager, including selecting all guests in a group for activities. This reduces the time required to add groups to races/sessions, and manage them within sessions.
Go to Sessions > Session Management.
If guests in the waiting list belong to a group, a Select Group option will appear.
Use the Select Group menu to:
View all groups for the current day.
Select all guests within a specific group.
Groups assigned to active sessions can be managed using the same options.
Automatic Creation of Groups in Calendar Bookings
When creating a new booking or manual reservation, guest groups are automatically created to simplify group management on the day of the activity.
Navigate to Calendar > Add Booking.
Fill in the booking details, including the guest names.
The system will automatically generate a group for the booking and assign a default group name and color.
To customize the group:
Edit the group name in the Group Name field.
Select a group color using the color picker.
Viewing Group Information in POS > Orders
Group information is visible in order overviews, allowing you to see which groups purchased specific orders.
Navigate to POS > Orders.
Open the order overview modal for any transaction.
View the assigned group name and color for the order.
Viewing Group Information in POS > Sessions
Group information is integrated into session overviews to help identify which groups participated in a session.
Navigate to POS > Sessions.
Open the session details modal for any activity.
View the list of groups that participated in the session.
Managing Groups using the 'Groups' Page
The new Groups page centralizes group management, allowing you to create, edit, and manage groups.
Navigate to POS > Groups.
Use the Create New Group button to add a new group.
To edit an existing group:
Select the group from the list.
Update the group name or color as needed.
Save changes to apply them across all relevant modules.
Navigating to the Groups Page
Adding New Groups
Adding New Groups II
Viewing Group Details
Group Details
Deleting Groups
Editing Groups
Groups in Track System > Sessions
FAQs
Q1: How do I enable the Groups feature?
A: Go to Track System > Administration > Settings > POS and enable the 'Enable Customer Groups' option.
Q2: Can I customize group names and colors?
A: Yes, group names and colors can be manually set when creating or editing a group.
Q3: Where can I view group information?
A: Group information is visible in the POS > Orders, POS > Sessions, and the dedicated Groups page.
Q4: Can I assign guests from different orders to the same group?
A: Yes, use the Groups modal in the POS interface to assign guests or orders to an existing group.
Q5: Are groups automatically created for bookings?
A: Yes, groups are generated when bookings are created or edited in the Calendar.
Q6: What happens when I delete a group?
A: Deleting a group removes its associations with orders, sessions, and customers, but the underlying records remain intact.