Managing Groups in Tandem
Groups are the people or teams your organization is responsible for scheduling. Common examples include sports teams, clubs, or any set of individuals who participate in similar types of events.
There are two types of Groups:
Groups
These are the groups your organization controls, such as your sports teams, clubs, or other organized groups with a shared activity or purpose. (note: Once this list is created, you can add individual members to each group so they always know which events they’re part of, and when and where those events are happening)
Other Groups
These are groups managed by other organizations that participate in events alongside your groups or use your facilities or equipment. Examples include opposing sports teams, event rentals at your facilities, or partner organizations involved in joint events.
Both types of groups are available to select when adding events, ensuring the correct ones are included and nothing is double-booked.
Why Adding Groups is Important
Once groups are added inside the settings area, they can be selected when creating events on your calendar.
By adding all your groups in settings:
Tandem will automatically prevent double-bookings.
Your groups will be protected. No one else can claim them in Tandem.
Any event created by another organization that involves your groups will automatically trigger a confirmation request, so you’ll always know when your groups are being scheduled.
You can assign managers to specific groups so staff members can approve and manage events for the groups they already oversee.
How to Start Adding Groups
First, add your owned groups, beginning with the group’s name (and, if applicable, its associated school or site). We recommend you list as many as possible, especially when setting up Tandem for the first time.
After setting up your owned groups, add the other groups your organization frequently interacts with. This ensures those groups are also available when scheduling events. (You can continue expanding this list as your organization partners with more outside groups.)
Follow the steps below to set up your groups.
Note: When naming a group, we suggest including:
Organizational abbreviation (if you have multiple schools, campuses, or types)
Activity (e.g., Basketball, Choir, Debate)
Gender (if applicable)
Level (e.g., Varsity, JV, 6th Grade)
Example: CHS Basketball Boys Varsity
Adding Groups
Step 1: From the navigation menu on the left, select My Organization.
Step 2: Find Groups and click on it. You’ll now be in the group management tool.
If you’re a single organization, you’ll see one Add Group action.
If you’re a multi-site organization (such as a school district), you’ll see an Add Group action next to each school or site.
Step 3: Click the Add Group icon for the relevant part of your organization. Enter the name, then click the green +Add button.
Step 4: Repeat as needed until all groups are fully represented in your account.
Adding Other Groups
Step 1: From the navigation menu on the left, select My Organization > Other People & Locations.
Step 2: Find Other Groups and click on it. You’ll now be in the Other Groups list.
Click the Add button.
Enter the name of the Other Group
Leave the School field blank and toggle Type to 'Other'
Fill out any Facility Rental Options and Billing Address if this is a rental group
Step 3: Repeat as needed until all other groups you are aware of are listed.
Importing Groups
To save time, you can import your groups from a CSV file (created in applications like Excel or Numbers).
Step 1: From the navigation menu on the left, select My Organization.
Step 2: Find the Groups section and click on it. You’ll now be in the group management tool.
Single organizations will see one Import action.
Multi-site organizations will see an Import action next to each school or site.
Step 3: Click the Import icon for the relevant part of your organization and select your CSV file.
Step 4: Click Upload.
Step 5: Review the import list. If it looks correct, confirm. Repeat as needed until all groups are fully represented in your account.
Next Step: Approval Workflows
To set up an approval workflow for new groups, [click here for the approval workflow guide].