Category

Adding Tables and Groups

Greater Giving provides tools necessary for planning seating arrangements in the form of Tables and Groups. While Tables and Groups are not necessary for your auction to succeed, depending on the choice of venue they can be very useful for extensive event planning. Tables can be set up in your Project Settings, and Groups can be set up under your Project Tasks. Below we cover Creating and Editing Tables, as well Creating and Editing Groups in a step by step walk-through. 

Creating Tables:

  1. From the Project Home, click Project Settings under the Project Tasks header.
  2. Select the Tables tab.
  3. Select the Table Set Up button.
  4. Fill in the boxes for the Starting Table Number, Number of Tables, and Seats per table. This will auto-generate a list of tables. NOTE: Using this defines the table name as “Table #”. You can always edit the name of a table individually.
    • There is also a Delete Existing Tables This will remove all existing tables, group assignments, and bidder table assignments. The bidders and groups will remain in the database but will need to be reassigned.

Editing Individual Tables:

  1. From the Project Home, select Project Settings under the Project Tasks header.
  2. Select the Tables tab.
  3. Your tables are listed here. You can select Edit next to a table to change the number, name, and seats per table for any table that has been created.

Creating and Editing Groups:

Groups are sets of individuals that would like to be seated together. By creating groups you can quickly find and assign individuals to tables.

  1. From the Project Home, select Set up Groups under the Project Tasks header.
  2. Click Add.
    • Fill in the Group Name.
    • Use the drop down menu to select Base Table. Leave blank for an unassigned table.
    • Fill in any applicable Notes.
  3. Click Save in the bottom right corner to save your group and their base Table. You can always Edit this later using the Edit option next to the group.

Assigning Groups to Bidders:

  1. From the Project Home, select View/Edit Supporters under the Supporters header.
  2. Search for the purchasing Supporter using the Search bar, and select Manage Sales and Payments. 
  3. Scroll down the Manage Sales and Payments until you get to the Sales for Household or Bidder, and click Edit next to the sale that has tickets associated with it
  4. Scroll to the bottom of the Edit Sale, and use the drop down menu to Place All Attendees in Group. NOTE: Manually typing in this group name does NOT automatically assign them to a base table. You will need to Edit the group later to assign a base table.
  5. Click Apply to automatically apply all attendee’s under this purchase to the selected group.
  6. Select Save when finished.

tbl_grp_1.jpg

Removing Bidders from Groups:

  1. From the Project Home, select View/Edit Supporters under the Supporters header.
  2. Search for the purchasing Supporter using the Search bar, and select Manage Sales and Payments.
  3. Scroll down the Manage Sales and Payments until you get to the Sales for Household or Bidder, and select Edit next to the sale that has tickets associated with it.
  4. Scroll to the bottom of the Edit Sale where the admissions have been allocated to each Supporter.
  5. To the right of the allocated Supporter, use the drop down menu under Group and delete the group name to remove just that bidder from the group.
    • Alternatively, delete the group from the Assign All Attendees to Group drop down menu to remove all bidders from that group.
  6. Click Save when finished.

Assigning Bidders to Tables:

  1. From the Project Home, select Assign Attendees to Tables under the Project Tasks header.
  2. Choose whether you want All Bidders being shown, or Show only Unassigned Bidders using the radial buttons.
  3. For individuals, you can make a checkmark to the left of their name, and using the drop down menu on the left side of the toolbar above you can choose what table you would like them assigned to. Click Assign to assign all checked bidders to the table.
  4. If you have already assigned groups, you can use the Pre-Assign button in the tool bar to assign all groups to their base table.
    • Alternatively, if you use the Auto-Assign button, it will assign all groups to their base tables and fill in any remaining bidders not in a group to open seats at all tables.
    • Note the button titled Clear. This will remove ALL previously designated attendees from their tables. Only for if you need to start the tables over again.

tbl_grp_2.jpg

Removing Bidders from a Table:

  1. From the Project Home, select Assign Attendees to Tables under the Project Tasks header.
  2. Make a check mark next to any number of individuals, or entire Groups.
  3. From the drop down menu titled Tables, choose blank (the top option).
  4. Click Assign. This removes all check marked bidders from the table they were assigned to.

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