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 and differentiate between different types of participants for more accurate lists and reporting.

Examples of what Project categories can solve

How to set up Participant categories

Hide products and custom fields from certain categories

Override who is paying for a product per category

Override product prices per category

Override product allotment per category

Change the "Category" lead text

Override available forms of payment per category

How bookers select a participant category

Delete or remove a Participant category


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 like 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 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, 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. 

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 specific price per participant category, if the category should pay a different amount than the set price on the product. In the pricing section on the product, select Override who is paying:

If the general rule on the product is that bookers are paying, select the categories who should not pay themselves, and select Customer (based on bookings):

OVERRIDE PRODUCT PRICES PER CATEGORY

If some categories should pay a different amount than the standard rule, head to the Pricing section on the product and select Override price for certain categories:

For example, if students 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 that are allowed to book a specific product. For example, you may have an allotment of tickets that needs to be reserved for each category or one specific category. When reserving allotment for a category, no other categories can use that allotment, the number specified is the minimum reserved for the category.

Go to the Availability section on the product and select Reserve allotment:

In the example below, minimum 5 VIP's can book the product, but if there is availability, they can book more than 5.

It is not possible to set a maximum allotment per product for a participant category, unless the total allotment is distributed across the categories.

CHANGE THE "Category" LEAD TEXT FOR A 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.

OVERRIDE AVAILABLE FORMS OF PAYMENT PER CATEGORY

  • 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:

DELETE OR REMOVE A PARTICIPANT CATEGORY

To delete a category that is not in use, simply access 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 padlock shown in the screenshot indicates a category that has been selected in a confirmed or in-progress booking.

To remove a category with bookings registered, for example 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 on the category will still keep their category.

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