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Rate groups determine which fee is charged for a location, resource or other part of an event. By setting up different prices for each rate group, you can ensure that a student organization is billed differently than an outside vendor, even if they're renting the same space.

Once you create your rate groups, next you'll associate them with organization types.  Since an organization can only have one type, you can expect that your charging will be consistent within 25Live.

Creating Rate Groups

25Live System Settings

  1. Access 25Live System Settings from the More menu in the upper right of 25Live and select Pricing Settings.
  2. Select the Pricing Set-Ups area in the sidebar on the left, then Rate Groups.
  3. Click the Create New button.
  4. Wait for a new rate group to be added to the table below. It will have a default name like "New_123".
  5. Click the Name of the rate group to edit it.
  6. (Optional) Click the Group Code area to set it for the rate group. This code can appear on invoices along with codes for rate schedules and organizations. See Invoice Account Numbers in Series25 Pricing for more information.

If there are a lot of rate groups in your list, you can type in the Filter box to narrow it down according to their names.

Updating Rate Groups

To edit or remove a rate group that already exists, click the text boxes to change its name/code, or click the checkbox to make it inactive.

Inactivating a rate group prevents it from being added to any new organization types while not altering any other data in 25Live. You aren't able to delete a rate group unless it is not in use by any organization types. (System administrators can use the "force delete" option to delete a rate group anyway, but it may have a negative effect on organization types where it's in use.)

See Working With Master Definitions In 25Live Pro for more information about editing, deleting, and viewing usage.


Image: Adding and editing rate groups in 25Live System Settings


25Live Administration Utility

For a limited time, you can continue to create and edit rate groups in the 25Live Administration Utility.

  1. In the 25Live Administration Utility, select the Pricing tab.
  2. Select the Rate Groups area in the sidebar on the left.
  3. Click Add Rate Group.
  4. Enter a name for the rate group.
  5. (Optional) Enter a group code for the rate group. This code can appear on invoices along with codes for rate schedules and organizations. See Invoice Account Numbers in Series25 Pricing for more information.
  6. Repeat these steps to add more rate groups. Click the red X next to any rate group to remove it from your list of additions.
  7. Click Update Rate Groups to save your additions.

Updating Rate Groups

To edit or remove a rate group that already exists, click the text boxes to change its name/code, or click the checkboxes to make it inactive or delete it. Your changes are not saved until you click Update Rate Groups.

Inactivating a rate group prevents it from being added to any new organization types while not altering any other data in 25Live. You aren't able to delete a rate group unless it is not in use by any organization types.


Screenshot of adding rate groups in the Administration Utility

Image: Adding new rate groups

Associating Rate Groups With Organization Types

After you create your rate groups, you should link them with organization types. Doing so allows pricing to be automatically applied to events based on the rate group associated with the event's organization. If you don't select a default rate group, pricing will not be calculated for organizations of that type.

25Live System Settings

  1. Access 25Live System Settings from the More menu in the upper right of 25Live and select Pricing Settings.
  2. Select the Org Types area in the sidebar on the left.
  3. For each organization type you wish to configure, select a Default Rate Group from the drop-down menu.

Read more about working with organization types in Adding and Editing Org Types In 25Live Pro.


Image: Editing organization types in 25Live

25Live Administration Utility

For a limited time, you can continue to configure this in the 25Live Administration Utility.

  1. In the 25Live Administration Utility, select the Organizations tab, then select the Types task tab.
  2. Click the text cell in the Default Rate Group column and select a rate group from the drop-down list.
  3. Repeat for each organization type.
  4. Click Update Types to save your changes.

Image: Updating organization types

Example

The relationship between organizations, organization types, and rate groups is illustrated by the following sample:

OrganizationOrg TypeRate Group
Soccer TeamAthleticsInternal
Basketball Team
Chess EnthusiastsStudent Clubs
Science Fiction Society
Faculty LeadersAdministrative
Academic Affairs
Hollywood Filming CompanyExternal

External
Midland Dance Studio
CollegeNET
Northeast Alumni AssociationAlumni GroupsExternal (Non-Profit)
International Alumni
Boy Scouts of AmericaCommunity Groups
Red Cross

Video Walkthrough

Watch Andrea demonstrate how to set up your rate groups and organization types in this short video.

 Series25 Pricing Help

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