Managing small group capacity
You can easily manage the Capacity of small groups, effectively allowing you to cap groups when they are full and encourage people to consider other groups. Group capacity isn't just about optimum group sizes or venue size constraints; it can also increase engagement during sign up periods!
In this article
For those using the Activate small group model (created by Nelson Searcey), greater small group engagement is encouraged by setting group capacity restrictions that encourage people to sign up quickly before their desired group fills up. It's also great for newer people to have a visual indicator of the size and capacity status of a group when they're choosing a group - they might be less inclined to sign up to an empty group.
Setting a small group's capacity
Small group capacity can only be set for groups that have sign up enabled. In each group's "Edit" page in the Small Groups module, scroll down to the Sign-Up section and check that at least Sign up through Group page is enabled, although other sign-up options can also be enabled. If you want people to sign up to the group it will need to be visible too - set the Visibility options as appropriate.
In the Sign-Up section, specify the range of Dates within which group sign-up will be open - a start date is required but an optional end date will keep sign-up open indefinitely.
Set the group Capacity as appropriate. Before saving the group, note the other sign up option that determine when the group's Member List is visible to the group's members in My ChurchSuite, and the default Member Status that determines whether sign-ups are added to the group with an Active or Pending status. Pending status group members will need to be set active in the group - this can be done by a Small Groups module User or a group member with Edit Group Details roles permissions, typically assigned to a group leader.
Repeat, as appropriate for each of your small groups.
Now, when people sign up to the group in My ChurchSuite, they'll either see a Sign-up button, or if the group is full they'll see a This group is now full message.
Similarly, if someone is signing up through the Connect Group List or small group Embed groups that have reached capacity will be clearly shown.
We continue to display groups, even if they are full, otherwise people will not see a clear picture of your small group ministry, perhaps thinking there are only one or two small groups, when in fact you actually have 50 small groups but 48 of them are already full!
Monitoring small group capacity and sign up progress
In the Small Groups module's Reports section is a helpful Capacity report that provides a concise and quick visual report on how group sign up is progressing. Optionally filter the report to just see certain groups in Group Tags or Clusters.