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.
You can tailor the contacts table to whatever you are working on:
Search — the Search contacts field searches by name, e-mail, event, or group. If you enter an event name, you get the list of contacts assigned to that event.
Columns — the Columns button opens the Column settings panel ("Choose the columns you want to see in the table."), where you tick what to show. Last name and first name and E-mail are always on and cannot be turned off; you can optionally add Events, Groups, Company, Company ID, Phone, Job title, and your custom contact fields. Confirm with Apply. Click the arrows in a column header to sort.
Filters — the filters above the table match the columns you have turned on: as soon as you add the Company column, a Company filter appears. You can combine filters and clear them all with Clear filters.
Columns and filters are linked on purpose — whatever you show as a column, you can filter by. This helps before a bulk action: filter down to exactly the contacts the action should apply to (for example by group or company), and only then select them.
Creating a contact in the workspace does not assign it to an event — that is a separate step. You handle assignment from the contacts table using bulk actions:
Select one or more contacts with the checkbox in the row — a bulk action bar appears above the table.
Click Event assignment in that bar, adjust which events the selected contacts belong to in the list that opens, and confirm.
Through a group — on the Groups tab, select a group and use Event assignment to assign the whole group to an event in one step; every member of the group is assigned.
A single Event assignment action covers both adding and removing at once. Removing a contact from an event does not delete it from the workspace — it stays in the central database and simply stops being tied to that event.
You edit a specific contact through the pencil icon in its row — this opens the Edit contact side panel with four tabs:
Basic information — first name, last name, e-mail, company, job title, phone, company ID, preferred language, and a photo (square, 1:1 ratio).
Custom fields — the values of your custom contact fields.
Events — which events the contact is assigned to; you add and remove assignments right here (use Search event to find one).
Groups — which groups the contact belongs to; adjust membership with the checkboxes (use Search group to find one).
The panel works as a complete record for one contact — details, events, and groups managed in one place, without bulk actions. Save your changes with Save.
You delete a contact either in bulk (select it in the table → Delete contact) or from the edit side panel. A contact can be deleted only if it has no groups or events assigned — while it still has any, the button stays disabled. So first remove the contact from all groups and events, and only then delete it.
Deletion is permanent and removes the contact from the entire workspace. If you only want it out of a single event, do not delete it — just remove it from that event (see above).
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 bulk action Add or remove from groups, then pick the group (the same action also removes them from a group). You can also adjust one contact's membership in the edit side panel, on the Groups tab.
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.
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).
A contact cannot be deleted while it still has any groups or events assigned — Happenee blocks this so a deletion does not break data for a running event. Remove the contact from all groups and events (with the bulk action, or in the edit side panel on the Groups and Events tabs), and only then delete it. If you only need the contact out of a single event, do not delete it — remove it from that event instead.
