Groups

A group is a list of people — members, the board, a training group, the four people who rent unit B on Tuesdays. You use the group to decide who can book a rental slot or a rental unit, and who gets a discount. Whoever is on the list gets it automatically, without typing anything.

Group or club code?

Club codes work as before, and the two solve different problems:

	Club code	Group
Who gets access	Everyone who knows the code	The people on the list
If the code leaks	Everyone the email is forwarded to is in	Nothing — there is no code to share
Removing one person	Change the code and send the new one to everyone else	Remove one row
Expiry	One date for the whole code	A separate date per person
Who has access right now?	Impossible to know	It’s in the list
For the customer	Must type the code into the cart every time	Automatic

Use groups for people you know: members, the board, regular renters, a discount tier. Use club codes for what a code is actually good at: guest access, a code on a poster, a campaign.

If you have no need for groups, you don’t need to do anything — nothing changes until you turn the module on.

Setup in five steps

1. Turn the module on under Site → Modules.
2. Create the group under Groups.
3. Add members — directly, with an email list, or with an invitation code.
4. Use the group on rental slots, rental units or ticket groups.
5. Check that the group is used where you think it is.

Step 1 — turn the module on

Go to Site, open Modules, and turn on Groups under Core functionality. Click Save at the bottom of the page.

The Groups section then appears in the admin menu and on the admin front page.

Step 2 — create the group

Go to Groups and click Add group. Fill in:

Field	Example
Name	Member 2026
Slug	Leave empty — filled in for you
Description	Paid membership for 2026
Active	on

Click Add, then Save at the bottom of the page. The group is not saved until you click Save.

The name is what customers see — on locked slots, on the discount line in the cart and under My groups on Min Side. Choose something you are comfortable showing publicly.

Step 3 — add members

Click Select group on the row. A panel, Members of …, opens below the list, with three ways to add people.

Set Valid until and Note first

Valid until and Note at the top of the panel apply to everyone you add afterwards, whichever way. Fill them in before you add people. If you want different dates, add one batch at a time.

Search by name or email finds users who have visited your facility before. Type at least two characters, and click Add on the match. If it says Already a member, the person is already in.

Add by email address takes a list, one address per line (commas and semicolons work too). Paste in your member list and click Add:

• Addresses that belong to a user at the facility become members immediately.
• Addresses with no user here become invitations. The membership is waiting and becomes active the first time the person signs in to the facility with that address verified. The invitations are listed under Pending invitations further down.

The search only finds your own users

The search and the email list only look at users who have visited your facility, not at all Velpr users. If someone has a Velpr account from another facility but has never visited yours, they are invited — and get the membership the first time they visit.

Invitation code — when you don’t have the email addresses

Below the member list are the Invitation codes. An invitation code is a piece of text you hand out, for example in the membership email. Whoever enters it on Min Side becomes a member — once, and then the code is used up for that person.

Click Add invitation code, fill it in, click Add, and then Save below the code list.

Field	Example
Code	MEMBER2026
Max uses (0 = unlimited)	0
Code valid from / until	empty
Membership valid until	01.04.2027

Customers call this a group code — that is what it says on Min Side. Use that word when you write to your members.

The code is case-sensitive

MEMBER2026 and member2026 are two different codes. Write the code exactly the same in the email as in the field.

Step 4 — use the group

A group does nothing until it is used somewhere. You can use it in three ways, and combine them freely.

Reserve a rental slot for the group

Go to Rental → Rental slots. Add a row for the times that should be reserved for the group, for example bane2@tir@18-22, and open the Access and status section. Tick the group under Restricted to groups.

Click Add and Save at the bottom of the page.

Others see the slots greyed out, with the group name where the activity normally is. If you don’t want to show the group name publicly, write a different text in Alt. text when locked by group, for example Rented.

The order of the rows still matters

The first row that matches time and place wins. The row reserving unit B on Tuesdays must be above the general row for all units, or it will never be used. New rows are added at the top.

Make a whole rental unit private

Go to Rental → Rental units, click the pencil on the unit and tick the group under Restricted to groups. The unit then disappears completely from the slot picker for everyone who is not in the group. Only use this when the unit really is private — otherwise it is better to reserve the rental slots, so others can see that the unit is in use.

Give the group a discount

On rental slots: open the row under Rental → Rental slots, go to Discounts and extra prices, tick the group under Discount for groups, and set Discount type and Discount value.

On events: open the event, go to Tickets and fill in the same three fields on the ticket group.

With 20 and Percentage, a member pays 240 kroner for a 300-kroner slot. With 300 and Fixed amount, a member pays 900 for a 1200-kroner course place.

The discount fields show the group’s slug, not its name — medlem-2026, not Medlem 2026.

Step 5 — check

Go back to Groups, click Select group, and look at Where this group is used at the bottom. It lists every rental slot and rental unit reserved for the group.

Discounts are not shown in "Where this group is used"

The list only includes Restricted to groups. A group that is only used for discounts is listed as “This group is not used anywhere. It can safely be deleted.” — even though the discount is fully in use. Check your discounts before deleting a group.

You see the same as your customers

If you are an admin but not in the group, you too see the slots as grey and Unavailable, and private rental units are not shown to you in the slot picker. If you need to book on behalf of a member, add yourself to the group first.

Example — members and regular renters

A facility where only members can book, and where four of them rent unit B regularly on Tuesday evenings:

1. Turn on Groups.
2. Create Member 2026 and Renters unit B.
3. Paste the member list into Member 2026, with Valid until set to the day after the annual general meeting. Add the four renters to Renters unit B.
4. Set Restricted to groups = Member 2026 on the general rental slots.
5. Add a row bane2@tir@18-22 at the top with Restricted to groups = Renters unit B.
6. Let the old club code live through a transition period, and delete it once nobody has used it for a while.

Next year you create Member 2027 and paste in the new list — no code to change, no email with a new code to everyone.

Worth knowing

• Valid until is the start of the day. A membership with Valid until 31.12.2026 ends at midnight going into 31 December. If you want to include all of New Year’s Eve, set 01.01.2027.
• Extend a membership by pasting the address again under Add by email address with a new Valid until. The old row is replaced, not duplicated.
• Removing someone does not affect bookings they have already made. Membership is checked when the slot is booked, not later.
• Active off hides the group from the checklists in Rental and on events. It does not stop anything already set up: slots stay reserved, discounts apply, and invitation codes work. To stop people joining, delete the code.
• Don’t change the slug once the group is used for a discount. The discount is tied to the slug. If you change it, the discount stops working until you tick the group again in the discount fields.
• If you delete a group, all its memberships are removed. Slots that were reserved for the group become reserved for nobody — they do not open up to everyone. Remove Restricted to groups from the rows first if you want to open them.
• Groups apply to one facility. If the club has two facilities in Velpr, it has two sets of groups.

See the field reference for what each field does, and Groups for what customers see.