When using the Dropdown or Checkbox answer types, you can set individual limits on the available options.
This is useful when an option has limited availability or a fixed capacity, allowing you to control how many times it can be selected.
Once an option reaches its limit, it will no longer be available for selection during booking.
If a ticket is refunded, the allocation associated with the selected option will automatically be returned, making it available for future bookings.
Answer Types can use Limits
The following Answer Types can have limits applied to the options set:
Answer Type | Description |
Dropdown | Allows you to create a drop-down field with your own unique values for the ticket buyer to select from |
Checkbox | Small box in which to place a check mark. User must select 'Allow Multiple |
How to set up a Custom Form question with Limits
In this example, we'll use Custom Forms to allow conference attendees to select their preferred breakout sessions during registration.
As each breakout session has limited capacity, we'll set individual limits to ensure sessions are no longer available for selection once fully booked.
To set up a limit on Custom Form options:
From the Dashboard, under Manage events overview, click on the name of your event
From the left menu, select Additional Information, then Custom Form (Data Collection)
Click Add a Custom Question
In the Question field, enter the question you are asking the ticket buyer. This may be a Category heading for the options you want the buyer to select from e.g. Breakout Session FRIDAY 2pm
In Answer Type, choose from either Dropdown or Checkbox
Select Limit the quantity of each option field
Add in each option, and enter the quantity available for that option in the Limit To field
Select whether you wish to ask the question Per ticket or Per Booking
Indicate whether this question is Mandatory
Click Save
How to edit the limit value
Should you need to increase of decrease the current limit, you will be able to do so at any point in time.
How to edit the limit set:
From the left menu, select Additional Information, then Custom Form (Data Collection)
Next to the Question you wish to edit, click Edit
Update the Limit To value for the option listed
Click Save
What it looks like when an Option has reached it Limit
In the Edit screen of the Question, you will be able to see how many of option has been booked under the field Sold/Limit:
In this example you will note that the Option 2 'Stress and Resilience with Bella Ramsey: Room L206' has reached capacity i.e. 31/31.
When the option has been Limit has been exhausted, it will be shown as a greyed out option in the dropdown with "SOLD OUT" displayed next to it:
How to report on Limits set, sold and available
Once Limits have been set on either dropdown or checkbox options, you are able to use the Availability report to get figures of the limit set for each option, how many have been sold and how many are still available.
To generate the Availability report to show limits set, sold and available:
From the left menu, click Reports
Under Commonly used, select Availability
Select your event name and session
Under the field Show Availability Per, select Custom Forms Questions with Limits
Click Run Report
