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 be enabled for the account before it can be turned on for an event.
Groups are set up on Plan > Groups > Group List.
When setting up a Groups form section here, the event organizer chooses how the attendee specifies the group of which the attendee wants to be a member. The attendee can either enter the group code sent by the event organizer or select the group from a list.
Groups are based on attendee type. The Groups form section must be on a page after the attendee type section. Otherwise, there would be no groups available to the attendee.
> Note: 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 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 the next steps. > (But see explanation of Validate against total group inventory option below.)
Side note: When an attendee becomes a group member via this form, the attendee is automatically assigned any agenda items or session occurrences that are associated with that group. The associated group is 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 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 header is set to inactive for that section.
In each of the first three text fields, the event organizer can enter plain text with or without HTML tags. The event organizer can also click HTML EDITOR to open a pop-up window in which the event organizer can edit content using the HTML/Web Content Editor described in Using the HTML Editor.
Text Above Header
Text Above Header appears above the header bar at the top of the section. Text Above Header is typically used for instructions.
Header Text
Header Text appears in the header bar in a contrasting color. Header Text can be set to an example value of “Group”.
Text Below Header
Text Below Header appears directly below the header. Text Below Header can include any information the event organizer wants 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 the 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 sent to the attendee. The attendee’s group code entry must be a precise match to one set up on Plan > Event Setup > Groups.
Group Code is a required field?
If Group Code is a required field?, then the attendee must enter a value.
Group Code Label
Group Code Label is the label the attendee sees on the form for that field.
Error Messages
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 is entered. Default: " 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 on its 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 those allowed in this group. The allowed Attendee Types are set on the group’s 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. Session Timeout is shown on the form's Group page and/or the 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 whichever of the two options above the event organizer selects. The two options are Display select field ... or Display input field ....
If Validate against total group inventory is selected, then the check for whether the group's capacity has been reached includes the inventory for all the attendee types in the group. The check includes the inventory for all attendee types in the group, not just the inventory for the attendee’s own attendee type.
Example:
- In Group A.
- Attendee Type X: Inventory = 1.
Actual number assigned = 1.
(That is, capacity reached.)
- Attendee Type Y: Inventory = 5.
Actual number assigned = 5.
(That is, capacity reached.)
- Attendee Type Z: Inventory = 5.
Actual number assigned = 3.
(That is, capacity of 2 remaining.)
If an attendee of Attendee Type Z selects Group A, then the attendee is assigned because the capacity for the attendee type has not been reached.
If an attendee of Attendee Type X or Y selects Group A, then whether the attendee is assigned depends on whether Validate against total group inventory is selected.
Not selected: The attendee is not assigned because the capacity for the attendee type in that group has been reached.
Selected: The attendee is assigned because the capacities across all the attendee types in the group are included. There are still two places left for attendee type Z.
Save / Preview
As usual, click Save to save changes. Click Preview to see the form in action.