Group Registrations
  • 04 Apr 2024
  • 4 minute read
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Group Registrations

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Article Summary

Forms and events can accept multiple registrations from the submission of a single form.

Groups attending an event can quickly complete the registration process. The form or event registration will appear on each individual's record in Slate. Potential use cases include:

  • Allowing a teacher to register all students in their class for a group visit

  • Allowing a team captain or coach to register other team members for a visit

Tip

Only one scope of information can be collected on a form. The scope of the form should match the scope of the data collected in the registration blocks. For example, if students or alumni will be registering through this form, the scope should be Person. And if applicants will be registering through this form, the scope should be Application.

Configure the Form

To collect multiple registrations, start by configuring the form:

  1. Click Edit Form.

  2. Determine which fields on the form apply to all registrants. Typically, this includes first name, last name, birthdate, email address, and any other form field that should accept a unique value per registrant (such as t-shirt size, dinner option, etc.).

  3. Arrange these fields together on the form. Conditional logic may be used within the registration block. Conditional logic elsewhere on the form can reference fields within the registration block. 

  4. Place Section Breaks around the group of fields.

  5. Edit the opening section break.

  6. Enter the following configurations in the popup window:

    • Replicate - Select 'Registration Block.'

    • Registration Title - Insert a descriptive title.

    • Insert Label - This text will display as a hyperlink, allowing additional registrations to be added.

    • Registration Label - Enter a label that categorizes each registrant (such as "Guest," "Student," "Attendee," etc.). A number will be appended to this label, in increasing order, as additional registrations are added.

    • Registration Limit - Set the maximum amount of registrations that can be added.

    • Registration Minimum - Set the minimum amount of registrations required to submit. In general, the minimum should be set to at least 1.

    • Conditional Logic Filters - Filters can be set on the section break itself.
      mceclip0.png

In the example below, the following values were entered and the "Add Additional Guest" link was clicked twice:

  • Registration Title - "Add Guest Information Below"

  • Insert Label - "Add Additional Guest"

  • Registration Label - "Guest"

  • Registration Minimum - "1"

Group_Registration_View.PNG

Considerations

Keep the following in mind when building a registration block:

  • Each registration block behaves as a unique form submission. Fields mapped within the registration block will be unique to that particular record. Fields housed outside of the registration block will be associated with all of the registrants. 

  • Basic record matching criteria (First + Last + DOB/Email) should be included and mapped appropriately within the registration block, allowing a record to either be appropriately created or matched to an existing record within Slate.

  • Only one registration block can be used on a form. If various types of registrations should be collected, use conditional logic within the registration block to display the relevant fields.

  • Internal fields should not be used on a form that features a registration block. If a form response for a group registrant is updated with internal field values, for example, values in existing form fields will not re-populate and will be erased upon saving.

  • Material Uploader within the registration block: If a Material Uploader is present outside of the registration block, the same material will save on the record of each registrant entered in the block.

  • The payment amount widget can be used to sum all the payment amount fields instead of creating a custom payment calculation formula.

  • The group registration functionality using registration blocks requires that all registrations be added using the block. The feature was designed for use cases in which multiple registrants could be added using a single form, which would create one row per registration. As a result, the person filling out the form would also need to include their information within the registration block as well. 

Registration

Group registration can occur by direct entry and administrative entry.

When a user accesses the form or event, multiple registrations can be added and submitted at the same time by clicking the previously configured Insert Label, up to the registration limit. All fields marked as "required" within the registration block will be required for each registrant. 

To delete a registration on the form, click the Delete link associated with the entry.

If entering multiple registrations administratively, DO NOT use the record assign functionality. Each registrant will need to be entered using the registration block. Rather than searching for a record in the Search bar of the internal form, enter each registrant's information into the registration blocks.

Upon submission, each person within the registration block will be individually registered for the form or event and will appear as their own row on the main form or event page. 

When viewing a registration response, only the items pertaining to the individual registrant will appear in the pop-up (as well as any form fields that were outside of the registration block).

Displaying an individual registration will also show the option to view other registrations that are part of the same group: 

Group_Registration_View.PNG

Aggregates and Payments

Aggregates may be used to carry out sum, count, and countwhere functions for the registration block.

These calculations should take place on form fields outside of the registration block and will dynamically calculate based on values within the registration block. These may be useful in streamlining the payment calculation process for an event. 

The following calculation formulas may be used (where 'export_key' is the export key of the field to be calculated and 'condition' is a value of the particular field):

  • Sum = sum(@*export_key)

  • Count = count(@*export_key)

  • CountWhere = countWhere(@*export_key, 'condition')

Related Events

The Group Event Registration functionality may also be applied to registering multiple individuals for related events.

📖 Further reading

Related events


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