Groups (Attendee Form)

(Event) > Plan > Forms > (Form) > Groups

A Groups section for a form is only available if Registration Groups is turned on for the event in Plan > Configure > Options. (And for it to be turned on for an event, it 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: either by entering the group code you have sent them, or by selecting the group from a list.

Note that since groups are based on attendee type, the group form section must go 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) 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 they select that group, and are prompted 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, they are automatically assigned any agenda items or session occurrences that are associated with that group (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 header is typically 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 will be set to inactive for that section.

In each of these first three text fields, you can enter plain text, with or without HTML tags, or click HTML EDITOR to open a pop-up window in which you can edit the content using the HTML/Web Content Editor described in Using the HTML Editor.

• Text Above Header – Will appear above the header bar, at the top of the section. Usually instructions.

• Header Text – Will appear in the header bar (in a contrasting color). Example: "Group".

• Text Below Header – Will appear directly below the header, and can include any information you want to add.

Field Display Options

Select one of the following two radio buttons, to determine how the attendee will specify the group they want 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, as set up on Plan > Event Setup > Groups.

• Display input field for group code.
  The attendee must enter the group code you have sent them. It must be 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 will see on the form for that field.

• Error Messages – (All are required,) Text of the error messages the attendee may see.

• • No Group Code – Shown if Group Code is a required field? is selected, and no Group Code entered,.
    Default: "Please enter 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 has already reached the Inventory assigned to that group (on its 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 attendee's Attendee Type is not one of those allowed in this group (as set on its 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. (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."

The following field is applicable whichever of the two options above (Display select field ... or Display input field ... ) you select:

• Validate against total group inventory – If selected, then the check for whether the group's capacity has been reached, i.e. whether the attendee can be assigned to the selected group, includes the inventory for all the attendee types in it, not just the one 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, they will be assigned because the capacity for their attendee type has not been reached.

But if an attendee of Attendee Type X or Y selects Group A, then whether they will be assigned depends on whether this Validate against total group inventory option is selected or not:
    Not selected:  Attendee will not be assigned, because the capacity for their attendee type in that group has been reached.
    Selected:        Attendee will be assigned, because the capacities across all the attendee types in that group are included, and there are still two places left for attendee type Z.

Save / Preview

As usual, be sure to click Save to save your changes. And you can always click Preview to see the form in action.