Availability of a Groups section for a form
A Groups section for a form is only available if Registration Groups is turned on for the event in Plan > Configure > Options.
The Registration Groups setting must be enabled for the account before it can be turned on for an event.
Groups are set up on Plan > Groups > Group List.
Attendee group selection method in a Groups form section
When setting up a Groups form section, you choose how the attendee specifies the group.
The attendee specifies the group by entering the group code you have sent them, or 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. If the group form section appears before the attendee type section, groups are not available to the attendee.
Expected Number and warning message behavior
If the Group has an Expected Number (in Plan > Groups > Group List), the Expected Number limits assignment to the group on a form.
If the membership of the group has already reached the 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 the next steps.
The Groups (Attendee Form) page notes an explanation exists for the Validate against total group inventory option. The explanation appears below.
Automatic assignment of agenda items and session occurrences
When an attendee becomes a group member via this form, the attendee is automatically assigned agenda items or session occurrences that are associated with that group.
The associated items and occurrences are identified on Groups > Group List.
Section Header
A Section Header can be set on most of the pages that determine the appearance of the registration form.
The Section Header displays 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 header is set to inactive for that section.
You can enter plain text in each of these first three text fields. You can enter plain text with or without 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 supports editing the content.
Text Above Header
Text Above Header appears above the header bar at the top of the section.
Text Above Header usually displays instructions.
Header Text
Header Text appears in the header bar in a contrasting color.
An example Header Text value is "Group".
Text Below Header
Text Below Header appears directly below the header.
Text Below Header can include any information you want to add.
Field Display Options
Field Display Options determine how the attendee specifies the group.
Select one of the following two radio buttons.
Display select field containing all groups available to attendee type
Display select field containing all groups available to attendee type shows the attendee all groups available to the attendee type.
The attendee selects a group from a list of the group codes available to their attendee type.
The attendee type group code list comes from Plan > Event Setup > Groups.
Display input field for group code
Display input field for group code requires the attendee to enter a group code.
The group code must match a group code set up on Plan > Event Setup > Groups.
If you selected Display input field for group code, you can specify the following.
Group Code is a required field?
Group Code is a required field determines whether the attendee must enter a value.
Group Code Label
Group Code Label sets the label the attendee sees on the form for that field.
Error Messages
Error Messages provide the text of the error messages the attendee may see.
All error messages are required.
No Group Code
No Group Code is shown if Group Code is a required field is selected and no Group Code entered.
Default: "Please enter your Group Code"
Invalid Group Code
Invalid Group Code is shown if an invalid code is entered.
Default: "The Group Code you entered is invalid."
Group capacity reached
Group capacity reached is shown if the number of attendees in the group has already reached the Inventory assigned to that group.
The Inventory value is on the group record.
A blank Inventory means there is no limit.
Default: "Group capacity has been reached."
Group Code not valid for Attendee Type
Group Code not valid for Attendee Type is shown if the attendee's Attendee Type is not one of the allowed attendee types in this group.
The allowed set appears on the group record.
Default: "The Group Code you entered is not valid for your Attendee Type."
Session Timeout
Session Timeout is shown if the group selected has exceeded the Inventory timeout.
The timeout appears 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
Validate against total group inventory applies regardless of the two display options.
Validate against total group inventory applies when you select either Display select field containing all groups available to attendee type or Display input field for group code.
Validate against total group inventory checks whether the group's capacity has been reached. The check includes whether the attendee can be assigned to the selected group. The capacity check includes the inventory for all the attendee types in the group. The capacity check includes all attendee types in the group, not just the inventory for the attendee's own attendee type.
Example of Validate against total group inventory
In Group A:
- Attendee Type X: Inventory = 1.
Actual number assigned = 1.
Capacity reached.
- Attendee Type Y: Inventory = 5.
Actual number assigned = 5.
Capacity reached.
- Attendee Type Z: Inventory = 5.
Actual number assigned = 3.
Capacity of 2 remaining.
If an attendee of Attendee Type Z selects Group A, the attendee is assigned. The assignment happens because the capacity for the attendee type has not been reached.
If an attendee of Attendee Type X or Y selects Group A, assignment depends on whether Validate against total group inventory is selected.
Not selected: Attendee is not assigned. The assignment does not happen because the capacity for the attendee type in that group has been reached.
Selected: Attendee is assigned. The assignment happens because the capacities across all the attendee types in that group are included. The selected state still leaves two places left for attendee type Z.
Save / Preview
Save saves your changes.
Preview displays the form in action.