Project managers can use participant categories to gain more control over what bookers can see and select in the form. Some example reasons for using categories:
- Reserve allotment for specific categories like Sponsors or VIPs.
- Management should not pay for the dinner themselves, but Attendees should.
- 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 see 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
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.
- 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.
- It is not possible to delete a category with approved or in-progress bookings. The padlock shown in the screenshot indicates a category that has been selected in a confirmed or in-progress booking.
- You can set available forms of payment per category. Both credit card and Invoice will be set automatically if payment is enabled in Form settings, but you may adjust this per category. 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:
CHANGE THE "Category" LEAD TEXT FOR A MORE CUSTOMIZED FORM
If the wording "Category" as seen above is not suitable for your form, you can change it in Form settings -> General -> Booking Settings
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.
USE CATEGORY MATRIX TO HIDE PRODUCTS AND FIELDS FROM CERTAIN CATEGORIES
In Participant -> Category matrix, you have an overview of all products and custom participant fields. You can choose which products and custom participant fields should be visible to each category, as seen in the example below: