Project managers can use participant categories to:
Create customised registration paths for different types of participants;
Control what bookers can see and select in the form;
Differentiate between different types of participants for more accurate lists and reporting;
Limit bookers' category selection and for additional participants in multi bookings.
EXAMPLES OF WHAT PROJECT CATEGORIES CAN SOLVE
Some categories of participants are paying for their attendance but others are not.
For example: Speakers should not pay for the dinner themselves, but Attendees should.
Reserve allotment for specific categories such as Sponsors or VIPs.
Restrict to credit card payment only for Attendees (requires credit card module), whereas Speakers can be invoiced.
Have different prices for different categories (and even make sure no one else sees prices for other categories, by using a category code).
Hide some products from certain categories, e.g. Sightseeing should only be visible to Accompanying persons.
Keep participant categories hidden from bookers in form using the "no, invitation only" setting, and invite selected persons only to book in the category.
HOW TO SET UP PARTICIPANT CATEGORIES
Head to Participant -> Participant categories and add any categories required.
Every form has a default category when it is created, but it is never visible to bookers unless the Project manager creates at least one more. The default category can be renamed. Select "Yes" to publish this category onto your form and make it visible to bookers.
If you want access control on certain categories, enable "Yes, requires code" and define a code bookers must input before continuing to the next step. Remember to include the code in the booking invitation. 📌This code can also be used to restrict access to the form front page. Learn how to enable this on front page here.
If you want to enable participant categories but keep these hidden from bookers, select "no, invitation only". The category will not be visible to the booker, neither via the form or in their booking confirmation PDF. This is useful for if the Project manager is pre-defining the category for an invited participant. The booker will then not be able to view or amend their category themselves.
You can limit the booker's category selection and for additional persons in multi booking. This provides increased flexibility for Project managers when building forms helping to minimize unnecessary administrative tasks and reduce the need for additional support.
HIDE PRODUCTS AND FIELDS FROM CERTAIN CATEGORIES
In Participant -> Category matrix, you have an overview of all products and Participant custom fields. You can choose which products and fields should be visible to each category, as seen in the example below:
OVERRIDE WHO IS PAYING FOR A PRODUCT PER CATEGORY
Set a price per participant category, if the category should pay a different amount than the set price on the product.
How to
Go to Pricing on the product in Form builder.
Click "on" to override who is paying per category.
3. Select who is paying from the dropdown for the relevant category.
If the general rule on the product is that bookers should pay, then select only the categories who should not pay themselves, and choose Customer (based on bookings).
OVERRIDE PRODUCT PRICES PER CATEGORY
You can also enable some categories to pay a different amount than the standard rule.
How to
Go to Pricing on the product in Form builder, click the "product" link to override who is paying:
2. Click "On" to Override price for certain categories:
For example, if "Speaker" should pay a lower amount than regular participants at a conference, override their price on the attendance product they must accept:
OVERRIDE PRODUCT ALLOTMENT PER CATEGORY
Reserve allotment for specific categories per product, if there is a need to keep control of how many participants in a certain category are allowed to book a product.
For example, you may have an allotment of tickets that needs to be reserved for each category or one specific category. When reserving an allotment for a category, no other categories can use that allotment, the number specified is the minimum reserved for the category.
How to
Click the "Allotment" slide-in window on the product and check Reserve allotment:
☝️In the example above, a minimum of 10 VIPs can book the product, but if there is availability, they can book more than 10. (300 spaces are available in total.)
📌It is not possible to set a maximum allotment per product for a participant category unless the total allotment is distributed across the categories. See below:
CHANGE THE "Category" LEAD TEXT FOR A CUSTOMIZED FORM
If the default term "Category" is not suitable for your form, you can overtype it in Form settings -> General -> Miscellaneous
If for instance, you need to categorise by departure destination/location, departure date or something else where it makes no sense for bookers to be exposed to the "Category" question, you could name it "Departure destination" or "Departure date" instead.
OVERRIDE AVAILABLE FORMS OF PAYMENT PER CATEGORY
You can set available forms of payment per category in Form builder --> Summary --> Payment --> . Both credit card and Invoice will be set automatically if payment is enabled in Form settings, but you may adjust this per category.
📌When a booking is created, the available forms of payment set at that time are locked to that booking. This means that even if you change the available forms of payment in the Form Builder after the booking has been made, the original forms of payment will still apply to existing bookings.
In Form -> Bookings -> Open (click to open a booking) you can override available forms of payment for that particular booking:
HOW BOOKERS SELECT A CATEGORY
Bookers select their category on the first step, before any custom fields are displayed:
DELETE OR REMOVE A PARTICIPANT CATEGORY
To delete a category that is not in use, go to the category in the Participant categories menu, and select "Delete".
It is not possible to delete a category with approved or in-progress bookings. The locked button shown in the screenshot below indicates a category that has been selected in a confirmed or in-progress booking.
How to remove a category with bookings registered
If it should no longer be available for new bookings, set the category to "Published on form: No, invitation only".
It will no longer be available for selection, and the only way to book in the category is if a participant receives an invitation from a Project manager through Qondor and has been pre-assigned to that category. Participants already registered in the category will still keep their category.