Event Groups help you organize participants into smaller groups for events such as Orientation, Welcome Week, Family Orientation, leadership programs, and other campus experiences. You can create multiple groups within an event, assign group leaders, set capacity limits, and automatically place participants into groups based on registration data and audience criteria.
In this article, you'll learn how to create an event group, add leaders, create individual groups, and manage participant assignments.
Before you start
Before creating Event Groups, you'll need:
A registration event in CampusESP
Any student leaders or staff leaders added to the portal as users
Access to the Content area and User Imports
If you plan to assign Orientation Leaders, Family Ambassadors, Student Mentors, or other staff members as group leaders, import those users before creating your Event Groups.
Import group leaders
Group leaders must exist as users in the portal before they can be assigned to groups.
Navigate to Users > User Imports.
Click New User Import.
If the users you’re importing are student leaders, select New Student Import from the dropdown menu.
Complete the import process.
You may also choose to automatically add leaders to a dedicated community, such as:
Orientation Leaders
Family Ambassadors
Student Mentors
Welcome Week Leaders
💡Pro-Tip: Creating a dedicated community for leaders can make it easier to communicate with them throughout the event.
Create an event group
Navigate to Orientation.
Select Event Groups.
Click Create Event Group.
Complete the following fields:
Event group name
Enter a name for the overall event group structure.
Examples include:
Fall 2026 Orientation
Transfer Orientation 2026
Family Orientation 2026
Welcome Week Groups
Student Leadership Retreat
Description
Add an optional description to help administrators understand the purpose of the event group.
Registration event
Select the registration event associated with these groups.
Examples include:
New Student Orientation
Transfer Orientation
Family Orientation
Family Weekend
Leadership Conference
Accent color
Choose an optional accent color to help visually organize your Event Groups.
Click Update Event Group to save your changes.
Add groups
Groups are the individual sections within an Event Group.
Examples include:
Orientation groups
Group A
Group B
STEM Students
Business Students
Transfer Students
Family groups
Family Group A
Family Group B
Out-of-State Families
First-Year Families
Transfer Families
Leadership groups
Peer Mentor Team 1
Student Ambassador Team 2
Leadership Cohort A
To create a group:
Open your Event Group.
Click Add Group.
Configure group settings
Group name
Enter a name for the group.
Example:
Group A – STEM Majors
First-Year Families Group 1
Transfer Student Cohort
This name is visible to administrators and leaders.
Group leaders
Assign one or more leaders to the group.
Examples include:
Orientation Leaders
Family Ambassadors
Student Mentors
Staff Facilitators
Start typing a user's name or email address to search for them.
Maximum capacity
Set the maximum number of participants that can be assigned to the group.
This helps ensure balanced group sizes and prevents over-assignment.
Audience criteria
Use audience filters to determine which participants are eligible for the group.
Examples include:
Session
Admission Category
College
Major
Community Membership
Registration Type
Leave a field blank if you want all participants to be eligible for that category.
Click Create Group to save your settings.
Automatically assign participants
Participants are automatically assigned to groups as they register for the associated event.
Depending on your configuration, assignments can be based on:
Group capacity
Session registration
Admission category
Academic college
Major
Other audience criteria
This helps distribute participants evenly while ensuring they are placed in the most appropriate group.
Reassign participants
You can manually move participants between groups at any time.
To reassign a participant:
Locate the participant within a group.
Click the Move icon next to their name.
Select the new group.
Click Move Here.
This is useful when:
Balancing group sizes
Accommodating special requests
Correcting assignments
Adjusting leader workloads
Remove participants from a group
You can remove a participant from a group without affecting their event registration.
To remove a participant:
Locate the participant in the group.
Click the Remove User icon.
Confirm the removal.
When a participant is removed:
They are unassigned from the group.
Their event registration remains active.
They can be manually reassigned to another group later.
Review your event groups
Before your event begins, confirm that:
Group names are accurate
Leaders have been assigned
Capacity limits are configured correctly
Audience criteria are working as intended
Participants are assigned appropriately
Registration events are connected correctly
Common use cases
Student programs
New Student Orientation
Transfer Orientation
Welcome Week
Leadership Programs
Peer Mentor Programs
Family programs
Family Orientation
Family Weekend
Family Ambassador Programs
Parent and Family Leadership Councils
Event Groups help you create smaller, more personalized experiences while making it easier to manage participants, leaders, and event logistics at scale.