Company groups allow you to manage multiple locations, brands, or divisions within a single account. Each group can have its own settings, staff, and configurations while sharing the overall company infrastructure.
Understanding company groups
What is a company group?
A company group is a subdivision of your company account that operates somewhat independently. Think of it as a "mini-business" under your main company umbrella.
Common uses for groups:
- Multiple locations: Downtown location, Airport location, Mall kiosk
- Different brands: Premium brand, Budget brand
- Separate divisions: Kids' activities, Adult experiences, Corporate events
- Franchises: Each franchise location as its own group
Benefits of using groups
Separate operations:
- Each group has its own booking calendar
- Different games or services per location
- Location-specific settings and preferences
- Independent scheduling and capacity
Centralized management:
- One account for all locations
- Unified billing and reporting
- Centralized user management
- Company-wide oversight
Staff organization:
- Assign staff to specific groups
- Control which locations each team member can access
- Location managers can manage their own group
- Maintain corporate oversight
Creating a new group
The group creation process is organized into clear steps to make setup straightforward.
Starting the setup
To create a new group:
1. Go to Settings > Company Settings
2. Click the "Company groups" tab
3. Click "Create group" in the top right
4. You'll be guided through a multi-step wizard
Step 1: Basic information
This step collects the fundamental details about your group.
Group name:
- This is the internal name used to identify the group
- Examples: "Downtown Seattle", "Mobile Unit", "Premium Lounge"
- Not shown to customers (unless configured to be)
- Should be clear and descriptive for your team
Group code:
- A short, unique identifier for this group
- Used in URLs and technical integrations
- No spaces allowed (use hyphens if needed)
- Maximum 25 characters
- Examples: "downtown-loc", "mobile-1", "premium"
Important: The group code appears in customer-facing links (booking sites, waiver forms), so choose something professional and memorable.
Company number (optional):
- For tax or registration purposes
- May be required in some jurisdictions
- Can be left blank if not applicable
Description (optional):
- Internal notes about this group
- Helps team members understand the group's purpose
- Can include operational notes or distinctions
Company logo:
- Upload a logo specific to this group
- If your groups represent different brands, use brand-specific logos
- If all groups share branding, use the same logo everywhere
- Falls back to company logo if not provided
To upload a logo:
1. Click "Select Image"
2. Choose a file from your computer
3. The preview appears immediately
4. Continue to save it with the group
Step 2: Location details
Provide the physical address for this group. This information is used for:
- Regional settings and time zones
- Tax calculations
- Displaying location to customers on your Booking Site and Invoices
- Navigation and mapping features
Address information:
- Address line 1: Street address
- Address line 2: Suite, floor, or additional details (optional)
- City: City name
- State/Province: Select from dropdown or enter manually
- Postal code: ZIP code or postal code
- Country: Select from dropdown
Phone number:
- The contact number for this specific location
- Supports international format with country detection
- May be displayed to customers
Email address (optional):
- Location-specific email address
- Used for automated notifications from this group
- Can be different from the company email
Step 3: Locale and formatting
These settings determine how dates, times, money, and numbers display for this group. They affect both the admin interface and customer-facing features.
Locale settings
Currency:
- Select the currency used at this location
- Choose from a comprehensive list of world currencies
- Displays in the format: USD ($), EUR (€), GBP (£), etc.
- Used for all pricing and financial displays
Timezone:
- Critical for accurate booking times
- Search by city name or timezone abbreviation
- Shows current offset from UTC
- Example: "America/New_York - EST (-05:00)"
- All bookings and schedules use this timezone
Getting the timezone right:
- Customers see booking times in this timezone
- Reports and analytics use this timezone
- Automated notifications are sent based on this timezone
- If you have multiple locations across time zones, each group should use its local timezone
Format settings
Date format:
- Choose how dates appear throughout the system
- Options include:
- MM/DD/YYYY (American style: 06/28/2021)
- DD/MM/YYYY (European style: 28/06/2021)
- YYYY-MM-DD (ISO style: 2021-06-28)
- This affects calendars, reports, and customer displays
Display day of the week:
- Check this box to show the day name with dates
- Example: "Monday, 06/28/2021" instead of just "06/28/2021"
- Helpful for customer clarity
- Recommended for booking-heavy operations
Time format:
- Choose between 12-hour and 24-hour time
- 12-hour: 02:45 PM, 11:30 AM
- 24-hour: 14:45, 11:30
- Affects all time displays and booking interfaces
First day of the week:
- Choose whether your calendar weeks start on Sunday or Monday
- Affects how calendars display
- Typically Sunday in North America, Monday in Europe
- Choose what makes sense for your operations
Currency format:
- How monetary amounts are displayed
- Options typically include:
- $12.34 (symbol before, dot decimal)
- 12,34 $ (symbol after, comma decimal)
- $12,345.67 (with thousands separator)
Number format:
- How regular numbers are formatted
- Options include:
- 12.34 (dot as decimal separator)
- 12,34 (comma as decimal separator)
- Affects counts, measurements, and statistics
Step 4: Review and create
The final step shows a summary of all your settings.
Review carefully:
- Check group name and code for typos
- Verify address information is complete
- Confirm timezone is correct (this is critical!)
- Review all format settings
Making changes:
- Use the "Back" button to return to previous steps
- Edit any information before finalizing
- All changes are saved when you complete the wizard
Creating the group:
- Click "Finish" to save
- The group is created immediately
- You can begin assigning games and users right away
Editing an existing group
You can update group settings at any time.
To edit a group:
1. Go to Settings > Company Settings
2. Click the "Company groups" tab
3. Find the group in the list
4. Click the edit (pencil) icon
5. Update any settings
6. Save your changes
Note: When you edit a group, the system temporarily switches your view to that group's context. This is normal and allows you to see settings from that group's perspective.
Managing multiple groups
Group switching
If you have access to multiple groups, you can switch between them:
- Look for a group selector (typically in the header or sidebar)
- Select which group you want to work in
- All views and data will reflect the selected group
- Your selection persists until you change it
Best practices for multiple groups
Naming conventions:
- Use consistent naming: "City - Location Type"
- Examples: "Seattle - Downtown", "Seattle - Airport"
- Makes it easy to identify groups at a glance
Settings consistency:
- Use the same formats across all groups when possible
- Consistent date/time formats reduce confusion
- Currency should match the operating country
- Timezones must match physical location
Regular reviews:
- Audit groups quarterly
- Ensure inactive groups are properly marked
- Update addresses if locations move
- Keep contact information current
Deleting a group
Deleting a group is permanent and should be done carefully.
Before deleting:
- Ensure no games are assigned to this group
- Reassign all games to other groups
- Export any data you want to keep
- Inform affected staff members
To delete a group:
1. Go to Settings > Company Settings
2. Click the "Company groups" tab
3. Click the delete (trash) icon next to the group
4. If games are assigned, you'll be directed to reassign them first
5. Confirm the deletion when ready
What happens when you delete:
- The group is removed immediately
- Historical data remains (bookings, reports)
- URLs using the group code will stop working
- Staff assignments are removed
- Settings are permanently lost
Cannot be deleted if:
- Games are currently assigned
- Active bookings exist
- The group is set as default
Group codes and URLs
Your group code appears in various customer-facing URLs:
Waiver URLs:
- Format: `https://example.com/checkin/GROUP-CODE`
- Customers use this to complete waivers
Booking site:
- Format: `https://example.com/book/GROUP-CODE`
- Customer booking page
Best practices for group codes:
- Keep them short but meaningful
- Use lowercase for consistency
- Avoid special characters except hyphens
- Make them memorable for customers
- Don't change them once in use (breaks links)
Timezone considerations
Why timezones matter
Customer experience:
- Booking times displayed to customers
- Confirmation email times
- Reminder notification timing
Operations:
- Staff scheduling
- Report generation
- Automated tasks and notifications
Multi-location coordination:
- Each location operates in its own time
- Centralized reporting needs timezone awareness
- Customer bookings must show local times
Setting the correct timezone
Tips for selecting timezone:
1. Use the search feature - type your city name
2. Look for the correct abbreviation (EST, PST, GMT, etc.)
3. Check the UTC offset matches your location
4. Consider daylight saving time (the system handles this automatically)
5. When in doubt, use a major city in your timezone
Testing your timezone:
- Create a test booking
- Verify times display correctly
- Check email confirmations
- Ask a team member in the location to verify
Now that you have the details filled out for you location, you may want to configure your Integrations, such as Google Tag Manager, Meta Pixel, Google Analytics 4, and Google Calendar, for your business. Learn more here: Integrations and Tracking.