In this article:

• Where is it?
• Why is it useful?
• Adding the Group Name field
• Customizing the groupings
• Who fills out the field?
• Adding Attendees to groups
• Setting access for each group

Where is it?

You’ll add the Group Name field to registration forms, using the Form Editor. You can do this in the Attendee or Company registration form, or both.

To access the Form Editors, head to the Configure tab. Choose Form Layout, then choose the form you need to update:

Once you’ve set up your groups, you’ll administer them from the Attendee List or Company List, or both:

Finally, you’ll manage access to features via the Menu Editors:

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Why is it useful?

MeetMax offers several ways to create groups. This method is unique because it’s directly tied to the Menu Editor, which controls what your participants see when they log into their MeetMax account. That means you can use your groupings to show or hide account options.

Here are some examples:

• Your event has some Attendees who you want to include in social activities, and some you don’t. You can hide the Activities tab from specific groups.
• Your event has both in-person and virtual Attendees. You want to show the Webcasts page to the virtual Attendees, but hide it from in-person Attendees.
• Some of your event’s Companies will be bringing their executive teams. These people should have access to presentations and activities, but they won’t participate in 1x1 meetings. So you can hide the Meetings tab for this group.
• Your event has an attendance fee. You want Attendees to be able to log into MeetMax, but not see any event content until they’ve paid.

You can include all of your participants in different groups, or create a group for just a few people - whatever your event needs.

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Adding the Group Name field

You can add this field to the Attendee or Company registration forms. We’ll show the Attendee version here, but the process is the same for the Company form.

Step 1. Head to the Configure tab. Choose Form Layout, then Attendee, then Edit Form:

Step 2. Once you’re in the Form Editor, use the Form Version menu at the top of the page.

Choose Admin, so you’ll be working on the Admin version of this form:

We’re placing this field in the Admin form so it’s internal, and not visible to participants. You can also place it in the public version of the form. See the section below for more details.

Step 3. Head to the bottom right corner of the editor. Click Add Field, and choose Group Name:

Step 4. To save the new field, make sure the check box is unchecked. Then click Save:

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Customizing the groupings

Now that you’ve added the Group Name field to this form, you can customize the data it captures.

In this example, we have three groups of Attendees, and each needs different access:

• An Executive group, which can access Presentations and Activities, but not Meetings.
• A Business group, which accesses Meetings, Presentations, and Activities.
• A Presentation-Only group, which can access only Presentations.

Step 1. In the Form Editor, head to the Type column. Locate the Group Name field you added, and click the Edit icon:

Step 2. In the pop-up, you’ll rename this field, and then add the choices for its drop down menu.

For each group, you’ll add a Value (no spaces) and a Label (the visible group name):

Step 3. You can add as many rows as you need. Click Submit to save:

Step 4. Once you save the field, you’ll be back in the Form Editor. Now it’s time to save the new version of this Admin form.

Head to the bottom of the form. Make sure the box is unchecked, then click Save:

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Who fills out the field?

Depending on your event, you can set the Group Name field two ways:

• Have it appear only on the Admin form, so your team fills it out for each Attendee.
• Have it appear on both the public registration form, so the Attendee fills it out, and the Admin form, so your team can make adjustments.

For some events, it’s easy for participants to accurately choose their own group from a menu. Other times, your groupings might be internal - so you’d rather have your team administer them.

Use the check box as you’re saving the form - that determines the field’s visibility:

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Adding Attendees to groups

If you’re making the Group Name field visible in the public registration form, your Attendees will choose their group from the drop down menu.

If you’re keeping the Group Name field internal, your team will fill it out on the Admin side. Here’s how to do that.

Step 1. Head to the Attendee List:

Step 2. Filter the list to find an Attendee you need to update. Use the Action menu to choose Contact:

Your event might have a different name here, like Registration or Details.

Step 3. Now you’re seeing the Admin version of this Attendee’s registration form.

The Group Name field is here, with your customizations. (Remember, we renamed the field as Participant Group.)

Choose a group for this Attendee, then click Submit to save:

Step 4. If you need to update another Attendee, you can head to the top of the page and use the Switch Attendee menu:

If you originally imported your Attendees to MeetMax, you can export your Attendee List in spreadsheet form. Add a new column for the group names, making sure the column name matches the name you gave this field. Then, reach out to our Support team, and they’ll do a supplemental import.

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Setting access for each group

From this point, you’ll head to the Menu Editor:

In the Menu Editor, you can right-click on any menu item. Choose Hide/Show For.

Then you can choose which groups can see or not-see this menu item. Click Submit to save:

Learn more about using the Menu Editor here.