Groups (Attendee Form)

A Groups section for a form is only available if Registration Groups is turned on for the event in Plan > Configure > Options. (Registration Groups must first be enabled for the account.)

Groups are set up on Plan > Groups > Group List.

When setting up a Groups form section here, you choose how the attendee specifies the group of which they want to be a member. The attendee can specify the group by entering the group code you have sent them. The attendee can also specify the group by selecting the group from a list.

Groups are based on attendee type. The group form section must go on a page after the attendee type section. Otherwise, no groups would be available to the attendee.

> Note: If the Group has an Expected Number (in Plan > Groups > Group List) that number limits assignment to the group on a form. If the membership of the group has already reached its Expected Number, an attendee sees a warning message if the attendee selects that group. The warning message prompts the attendee to contact their group coordinator for next steps. (But see the explanation of Validate against total group inventory option below.)

When an attendee becomes a group member via this form, the system automatically assigns any agenda items or session occurrences associated with that group. The association is maintained on Groups > Group List.

Section Header

A Section Header can be set on most pages that determine the appearance of the registration form. The Section Header is used to display additional instructions or event information related to the particular section being configured. The text and HTML elements entered into the Section Header appear above the section elements themselves.

If the fields in the Section Header area of the screen are left blank, the system sets the header to inactive for that section.

Each of the first three text fields accepts plain text. The text field content can include HTML tags. You can also click HTML EDITOR to open a pop-up window. The HTML/Web Content Editor described in Using the HTML Editor lets you edit the content.

Text Above Header – The Text Above Header appears above the header bar. The Text Above Header appears at the top of the section. The text usually provides instructions.
Header Text – The Header Text appears in the header bar. The header bar uses a contrasting color. An example Header Text value is "Group".
Text Below Header – The Text Below Header appears directly below the header. The Text Below Header can include any information you want to add.

Field Display Options

Select one of the following two radio buttons. The selection determines how the attendee specifies the group the attendee wants to join.

Display select field containing all groups available to attendee type. The attendee must select the group from a list of the group codes available to their attendee type. The available group codes are set up on Plan > Event Setup > Groups.
Display input field for group code. The attendee must enter the group code you have sent them. The attendee must enter a precise match to one set up on Plan > Event Setup > Groups.

If you selected Display input field for group code, then you can also specify the following:

Group Code is a required field? If selected, the attendee must enter a value.
Group Code Label – The label the attendee sees on the form for that field.
Error Messages (All are required.) The text of the error messages the attendee may see.
No Group Code – Shown if Group Code is a required field? is selected. This message is shown when no Group Code is entered. Default: " your Group Code"
Invalid Group Code – Shown if an invalid code is entered. Default: "The Group Code you entered is invalid."
Group capacity reached – Shown if the number of attendees in the group already reached the Inventory assigned to that group. The group record is identified as the Group record. Note that a blank Inventory means there is no limit. Default: "Group capacity has been reached."
Group Code not valid for Attendee Type – Shown if the attendee's Attendee Type is not one of those allowed in this group. The allowed attendee types are set on the Group record. Default: "The Group Code you entered is not valid for your Attendee Type."
Session Timeout – Shown if the group selected has exceeded the Inventory timeout. The timeout is shown on the form's Group page and/or Verify page. Default: "Your session has exceeded the timeout limit and some of your selections may no longer be available. Please make new selections."

Validate against total group inventory

The following field is applicable whichever of the two options above you select. The two options are Display select field containing all groups available to attendee type and Display input field for group code.

Validate against total group inventory – If selected, then the check for whether the group's capacity has been reached includes inventory for all the attendee types in the group. This check includes all the attendee types in the group. The check does not only use the inventory for the attendee's own attendee type.

Example – In Group A:

Attendee Type X: Inventory = 1. Actual number assigned = 1. That means capacity reached.
Attendee Type Y: Inventory = 5. Actual number assigned = 5. That means capacity reached.
Attendee Type Z: Inventory = 5. Actual number assigned = 3. That means capacity of 2 remaining.

If an attendee of Attendee Type Z selects Group A, then the attendee is assigned. The assignment occurs because the capacity for the attendee's own attendee type has not been reached.

If an attendee of Attendee Type X or Y selects Group A, then assignment depends on whether Validate against total group inventory is selected.

Not selected:

Attendee is not assigned.
The system uses the capacity for the attendee type in that group.
The capacity for the attendee type has been reached.

Selected:

Attendee is assigned.
The system includes capacities across all attendee types in that group.
The system still has two places left for attendee type Z.

Save / Preview

As usual, click Save to save your changes. Click Preview to see the form in action.