> ## Documentation Index
> Fetch the complete documentation index at: https://docs.elateuk.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Scheduling Group Activities for Multiple Clients

> Learn how to create and manage group activities in Elate, scheduling shared sessions for multiple support recipients at once with auto-checkout support.

Group activities let you schedule a single session for multiple support recipients at the same time. Instead of creating a separate visit for each client, you create one event and assign all the participating clients to it. This is particularly valuable for teams that run structured group programmes — such as therapeutic sessions, social activities, or community outings — where a single carer or facilitator supports several people simultaneously.

The Group Event Type was introduced in November 2025 and expanded in March 2026 with an auto-checkout feature that simplifies the end-of-session workflow for carers.

## When to Use Group Activities

Group activities work well for any session where multiple clients are present at the same time and receiving the same support. Common use cases include:

* **Group therapy or wellbeing sessions** — for example, a weekly mindfulness or arts session for several clients
* **Social activities** — outings to a community centre, café, or event where a carer supports a group
* **Day programme sessions** — structured daytime activities at a supported living or day centre setting
* **Exercise or fitness classes** — group physical activity sessions run by a support worker

<Tip>
  Group activities save significant scheduling time when you run regular programmes. Create a recurring group activity once and it will appear on the schedule for all participants automatically.
</Tip>

## Creating a Group Activity

<Steps>
  <Step title="Open the Schedule">
    Click **Schedule** in the left-hand menu to open the calendar.
  </Step>

  <Step title="Click Create and select Group Activity">
    Click the **Create** button at the top right of the calendar. From the dropdown, select **Group Activity** (the Group Event Type).
  </Step>

  <Step title="Add Support Recipients">
    Search for and select each client who will participate in the session. You can add multiple support recipients to a single group activity.

    <Tip>
      Use the search bar to locate recipients quickly, especially if you manage a large client base.
    </Tip>
  </Step>

  <Step title="Select Support Tasks or Packages">
    Choose the support tasks or care packages that apply to this group session. These tasks will be shared across all participants in the activity.

    Click **Next** to continue.
  </Step>

  <Step title="Set the Date, Time, and Duration">
    Enter the date, start time, and duration for the group session.

    If the session repeats, click **Select Recurrence** and choose your preferred pattern — daily, weekly, or monthly.

    Click **Next** to continue.
  </Step>

  <Step title="Assign a Carer">
    Select the team member responsible for facilitating or delivering the group session.
  </Step>

  <Step title="Save and Confirm">
    Click **Save** at the bottom right corner, then confirm to create the group activity. The event will appear on the Schedule for all assigned recipients and for the assigned carer.
  </Step>
</Steps>

## Auto-Checkout for Group Sessions

<Note>
  Group activities include an **auto-checkout** feature. When the carer ends the session, all participants in the group activity are checked out simultaneously. The carer does not need to check out each support recipient individually. This feature was added in March 2026 to reduce the administrative burden at the end of sessions.
</Note>

Auto-checkout ensures that no participant is accidentally left with an active or overdue status after a group session ends. You will still see the completed status (turquoise with a tick) on the Schedule for each recipient once the carer has checked out.

## Viewing Group Activities on the Schedule

Group activities appear on the Schedule like any other event, with the same colour-coding system. In **Support Recipient View**, the activity shows on the schedule for every assigned client. In **Carer View**, it appears as a single event on the assigned team member's row.

Click the event card to open the details panel and see the full list of participants, the assigned carer, the tasks for the session, and any notes.

<Tip>
  If you want to check attendance or task completion after a group session, open the event details panel. You can see which tasks were marked as completed and review any notes the carer added during the session.
</Tip>

## Editing a Group Activity

To update a group activity — for example, to add or remove a participant, change the time, or swap the carer:

<Steps>
  <Step title="Click the event on the Schedule">
    Click the group activity event card to open the details panel.
  </Step>

  <Step title="Click Edit">
    Click the **Edit** button in the event panel.
  </Step>

  <Step title="Make your changes and save">
    Update the relevant fields and save. For recurring group activities, you will be asked whether you want to update only this occurrence or all future occurrences.
  </Step>
</Steps>

<Note>
  Removing a support recipient from a group activity only affects that client's participation. The activity itself and the remaining participants are not affected.
</Note>