Contacts and groups is the central database of your workspace, shared across every event. You add contacts manually or by importing them from Excel, and you use groups to target communication and control visibility. A well-planned group structure saves hours of work — a poorly planned one means manually re-assigning hundreds of attendees later.
Decide how many groups you need and what the splitting criteria are. Typical criteria: attendee type (VIP, standard, speaker, partner), source of registration (who invited them), workshop or track, company affiliation.
Create the groups before you launch registration, not during it.
You can add contacts manually or in bulk through Excel. The import lets you assign a group and a preferred language at the same time.
Assigning a contact to an event is a separate step from creating it in the workspace.
In the workspace left menu (at account level, not inside an event) you see the item Contacts and groups. Inside an event, the bottom of the menu also has a link to contacts and groups, and on the event Overview the Tools section has a button for quick access.
Contacts are shared across the entire workspace — the same contact can be assigned to any number of events. Data such as name, e-mail, phone, company, custom contact fields, and preferred language are shared across events.
One at a time. Click + Add contact and fill in the data. Useful for ad-hoc additions (for example, when an attendee who did not go through registration needs to be added by hand).
Bulk import from Excel.
If you want imported contacts to land directly in a group, create the group first under Contacts and groups → Groups → + Create group.
In the Import section, click New import.
Download the template (Excel).
Fill in the template — at minimum the e-mail address, plus first name, last name, phone, company, custom fields, and preferred language. Group names go in with the prefix # — for example, the group import is written as #import in the template. List the required group next to every contact that should belong to it.
Return to the admin, click Choose file, and upload the filled-in template.
Pick the import mode:
Do not overwrite data of already imported contacts, only add new ones — the safe option.
Add groups to all — adds the listed groups to existing contacts; nothing else is overwritten.
Overwrite existing data — overwrites values for contacts that exist both in the workspace and in the import.
The preferred language matters at import time because Happenee uses it when sending the invitation e-mail and e-mail campaigns. If the preferred language is missing, it is set automatically later, but only when the attendee opens the microsite in a given language.
Creating a contact in the workspace does not assign it to an event — that is a separate step. You can assign a contact:
One at a time from the contacts table — select the contact and use the action Assign to event.
In bulk — select multiple contacts and assign them to an event at once.
Through a group — assign an entire group to an event in one click. Every member of the group is assigned.
Removing a contact from an event works the same way — select and Remove from event. Removing a contact from an event does not delete it from the workspace.
You create groups in the Groups tab (inside Contacts and groups).
Click + Add group (or Create new group).
Enter the group name (for example, VIP, Speakers, Brno, Partner Siemens).
Save.
Groups are global to the workspace. Local groups (unique to a single event) are not available today.
There are three ways:
At import time — in the groups column of the Excel template.
Manually in the contacts table — select the contact or contacts and use the action Add or remove from groups, then pick the group.
Automatically through the Registration form — when an attendee picks an answer, they are assigned to a group based on that answer. You configure this on the answer (see How conditional questions work in the Registration form).
Groups serve four main purposes in Happenee:
Targeting communication — you can target an e-mail campaign to selected groups. The Invitation e-mail does not support targeting by group.
Controlling visibility — content features (Agenda, Speakers, Custom content) and engagement features (Notifications, Polls, Survey) can be shown only to selected groups.
Conditions in the Registration form — both a question and a specific answer can be shown only to selected groups, and an answer can assign the attendee to a group.
Reporting — attendee statistics can be filtered by group.
The contacts table has a search field that looks across name, e-mail, event, or group. If you enter an event name, you get the list of contacts assigned to that event.
Plan the group structure before you launch registration. Think through who you will want to differentiate, and create the groups so the Registration form can assign them automatically. After the fact you can still assign groups in bulk, but it is manual work.
For filling in missing data, choose Do not overwrite data, only add new ones or Add groups to all. Use the Overwrite mode only when you genuinely need to overwrite old values.
Always assign a contact to the event after you create it — either one at a time or through a group. The assignment is a separate step from adding the contact to the workspace.
Always fill in the preferred language column when importing. Both the Invitation e-mail and e-mail campaigns are sent according to this setting.
Groups today exist only at workspace level. If you need to differentiate groups across events, name them with a prefix (Conference25_VIP, Workshop25_Speakers).
