Create an Option Group with Option Prices
You can create a Product Option Group that contains one or more Option Prices.
- Go to .
- Click New Option Group.
- Enter the information. See Option Group Fields for details on these.
- Click Save.
- Open the Option Group you created.
- On the Option Prices tab, click New Option Price.
- Enter the information. See Option Price Fields for details on these.
- Click Save.
Option Group Fields
- Option Group Name
- A friendly name that encompasses all of the options that will be part of the Option Group (for example, Registration Options or Promo Codes).
- Description
- An optional description of the Option Group.
- Mutually Exclusive
- If set to Yes, the user can only pick one of the Options assigned to this Option Group.
This is useful for Promo Codes. When set to Yes, this prevents a registrant from using multiple codes on the same registration. It also allows you to track codes specific to a department.
- Required
- Requires the user to choose at least one option in the Group.
- Note Label
- This field allows the user to provide a quick note for each option. Information entered in this field will display on the user's Invoice Detail in the "Item Note" field.
- Online Sort Order
- If there is more than one Option Group, this field controls the order of the Option Groups in relation to each other.
Option Price Fields
- Option Price
- The fee for this option that is added to the total registration cost if selected. If you set the price to $0, the price is replaced with the "free product option name" configuration value (which can be customized by a SPoC).
- Option Title
- The name of the option.
- Active
- If set to Yes, the option is available for use in event registration.
- Qty Allowed
- Enter the maximum number of this option that registrants are allowed to choose. If set to 1, a checkbox or radio button is available to the user rather than a drop-down list of numbers.Note: The system doesn't account for Participation Status (for example, 05-Cancelled). So, if someone chooses this option and then cancels their registration, the system still counts their use of this Option Price. Also, this field is not evaluated when the Product Option Price is a promo code, which is limited to one use per transaction.
- Add to Group
- If a Group is indicated here, the registrant is automatically added to the Group.
- If the Participant is already a current Group participant, they won't be added again.
- If the Participant already exists in the Group but has a future End Date, they won't be added.
- If the Participant does not already exist in the Group, a Group Participant record is created with a start date of the date registered and no end date. They are added with the Default Group Role assigned to the group's Group Type.
- If the Participant exists but has a past End Date, a new Group Participant record is created with a start date of the date registered and no end date.
- If a Group Participant record is created, it is added to the corresponding Event Participant record.
- Sort Order
- If there is more than one Option Price, this field controls the order of the Option Prices in relation to each other.
- Max Qty
- Enter the maximum times this option is allowed across all registrations within a single Event. Leave blank if unlimited spots are available. For example, if you indicate 10, this option can only be selected 10 times. Note: This counts the total number of times the Product Option Price is chosen. Let's say you have this set to 100, and the Qty Allowed field is set to 10. If all 10 of the first registrants choose the Option Price, the Option Price will no longer be available to future registrants. Also note, if the individual invoice or participant status has been canceled, the Product Option Prices they chose will still count towards your total. See Cancel an Event Participant for more information.
- Days Out to Hide
- Enter the number of days out from the Event Start Date that you want this option to be hidden. For example, if you indicate 14, the option is no longer available starting two weeks before the Event Start Date. This works well with Promo Code for "early bird" discounts. Time is not considered when calculating the date to hide.
- Promo Code
- Enter the code/phrase that would be entered to get the discount set in the option price field. For example, "STAFF50". For more information, see Promo Codes.
- Min Qty
- Enter the minimum quantity allowed for this item at a certain price. For example, you have to buy at least 5 tickets to get the Option Price of $20/ticket, users would have a drop-down list with options for 5, 6, 7, and so on. Make sure that the Qty Allowed is higher than this number.
- Attending Online
- When set to Yes, a Participant who selects this option during registration will have Attending Online set to Yes on their Event Participant record. Because Participants who are attending online are not considered when evaluating whether to close event registration, consider these tips:
- If your event will only have online attenders and doesn't have a capacity limit, set Attending Online to Yes. This way, each Event Participant will have their Attending Online field set to Yes.
- If your event will only have online attenders and has a capacity limit, set Attending Online to No and add the capacity limit to the Participants Expected field on the Event record. All Participants will be considered when evaluating whether to close event registration. After the event has ended, you can update the Attending Online field on the Event Participant record, if you'd like. We recommend using the Mass Assign button to do this.
- If your event will have both online and in-person attenders with an in-person capacity limit, set Attending Online to Yes for the online registration option and add the in-person capacity limit to the Participants Expected field on the Event record. Only Participants who choose to attend in person will be considered when evaluating whether to close event registration.