07. Group & Team Events
How to enable team or group entries for events, allowing customers to create, join, and manage teams during checkout.
Overview
Team events allow customers to participate as part of a named team or group rather than as individuals.
The terminology is configurable per event - you can use Team or Group throughout the customer-facing shop. This page uses "team" as the default term, but all behaviour applies equally to "group" when that terminology is selected.
During checkout, customers choose to create a new team, join an existing team via a code, or enter solo (if permitted).
The first customer to create a team becomes the team leader. Subsequent customers who join become members.
Team size can be constrained with minimum and maximum limits, enforced during checkout.
The Event Teams feature must be enabled for your company.
Teams cannot be enabled for events that have [season
tickets](/core-platform/sale-items/season-tickets). Enabling teams on such an
event is blocked with a validation error.
Configuration
Team settings are configured on the event dashboard under Team Settings (or Group Settings, depending on the selected terminology).
Terminology
Option | Description |
|---|---|
Teams | All customer-facing labels use "Team" terminology (e.g. "Create a new team", "Team Settings", "Team 1"). |
Groups | All customer-facing labels use "Group" terminology (e.g. "Create a new group", "Group Settings", "Group 1"). |
The terminology choice only affects the wording displayed in the shop - it does not change any underlying behaviour.
Naming
Setting | Description |
|---|---|
Allow custom names | Customers can provide a name when creating a team. When disabled, names are automatically generated (e.g. "Team 1", "Team 2"). |
Names must be unique | Enforces that every team name within the event is unique. If a customer enters a name already in use, they are asked to choose another. |
Names can be edited | Allows the team leader to edit the team name after creation from their account. Only the team leader has this permission. |
Joining & Solo Entry
Setting | Description |
|---|---|
Allow join via code | Customers can join an existing team by entering the team's unique code during checkout. The code is generated automatically when a team is created. |
Can people enter individually? | When enabled, customers can choose solo participation - they are not required to create or join a team. When disabled, every customer must belong to a team. |
Size Constraints
Setting | Description |
|---|---|
Enforce a minimum size | Teams must have at least the specified number of members before the order can be completed. Validated at order completion. |
Enforce a maximum size | Teams cannot exceed the specified number of members. Validated when items are added to the basket. |
Box office users with the
appropriate permission can bypass minimum and maximum team size validation.
Customer Flow
When a customer adds items for a team-enabled event, a Team Settings step appears during checkout. The options presented depend on the event's configuration.
The customer creates a new team. If custom names are enabled, they can enter a name - otherwise, a name is automatically generated (e.g. "Team 1").
The customer becomes the team leader for the new team. A unique team code is generated, which can be shared with others to join.
Available when Allow join via code is enabled. The customer enters the code of an existing team to join it.
The customer becomes a team member. If the team has a maximum size limit and is already full, the join attempt is blocked with an error.
Available when Can people enter individually? is enabled. The customer participates without creating or joining a team.
No team is assigned to the order items.
If the customer already has a team for this event (from a previous purchase), they are informed that additional tickets will be added to their existing team rather than being prompted to choose again.
Validation During Checkout
Scenario | When checked | Error |
|---|---|---|
Team is full (maximum size reached) | When adding items to basket | "The team size has been exceeded" |
Team is below minimum size | When completing the order | "The team size has not been met" |
Team name already exists (uniqueness enabled) | When creating or renaming a team | "The team name must be unique" |
Invalid team code | When joining a team | "The team code is invalid" |
Team Roles
Each team member has one of two roles:
Role | Description |
|---|---|
Leader | The customer who created the team. Can edit the team name (if enabled) and promote other members to leader. Only one leader per team. |
Member | Customers who joined the team. Cannot edit the team name. Can be promoted to leader by the current leader. |
When a member is promoted to leader, the previous leader is automatically demoted to a member.
Team Management
Customers can view and manage their teams from My Account under the Teams (or Groups) section.
Team Details
The team details page displays:
The team name and number
The associated event
The team code (copyable, for sharing with others to join)
The member list with names, emails, and roles
Data capture responses (if configured for the event)
Available Actions
Action | Who | Description |
|---|---|---|
Edit team name | Leader | Change the team name. Only available if Names can be edited is enabled. Names are validated against the same rules as during creation (uniqueness, character restrictions). |
Promote to leader | Leader | Promote a member to team leader. The current leader becomes a member. |
Copy team code | All members | Copy the team code to share with others. Only useful when Allow join via code is enabled. |
Email all members | All members | Opens a mailto link addressed to all team members. |
Email Notifications
Order confirmation emails include team details when the order is associated with a team:
If the customer created the team: the email thanks them for creating the team and includes the team name.
If the customer joined the team: the email thanks them for joining and includes the team name.
If Allow join via code is enabled: the email includes the team code so it can be shared with others.
All email content respects the configured terminology (team or group).
Schedule Support
Team settings can be configured on individual events within a schedule. When updating team settings, you can apply the changes to the current event only or mass-update all events in the schedule.
Reporting
Team data is available in order reports with the following fields:
Field | Description |
|---|---|
Team ID | The unique identifier of the team. |
Team name | The team's display name. |
Team role | The member's role (Leader or Member). |
Data Capture
Data capture for team events uses the same question types and assignment levels as standard events, but the checkout flow adjusts which questions are shown based on the customer's team role.
Visibility by Role
During checkout, event-level data capture questions are only presented to the team leader - the customer who created the team. Team members who join via code do not see event-level questions during their checkout.
Item-level questions (assigned to specific sale items or per ticket) are shown to all customers regardless of team role, since each customer is purchasing their own items.
Question Level | Team Leader | Team Member |
|---|---|---|
Event-level | Shown during checkout | Hidden during checkout |
Item-level | Shown during checkout | Shown during checkout |
Per-ticket | Shown during checkout | Shown during checkout |
If the only data capture questions configured for an event are at the event level, team members skip the data capture step entirely.
Team Details Page
The team details page in My Account > Teams displays the team leader's event-level data capture responses alongside the team name, code, and member list. This gives all team members visibility of the leader's answers.
Differences from Standard Events
Team-enabled events behave the same as standard events in most respects - they support sale items, timeslots, capacity controls, seating plans, and all other event features. The key differences are:
A Team Settings step is added to the checkout flow.
Order items are associated with a team and assigned a role (leader or member).
Customers can manage their teams from their account after purchase.
Team size limits are enforced in addition to standard capacity controls.