Custom Forms: Set Limit Quantities on Options

If you select the Answer Type of Dropdown or Checkbox, you will automatically have access to setting up a limit on the options for your custom question. 

Limits can be helpful to should you only have a limited amount or a strict capacity on the option that is being offered.

Once the option's allocation has been exhausted, it will no longer be available for selection during booking.

Should a booking ticket be refunded, the allocation of the option that was selected for this ticket will be returned to the limit set.

This article covers:

• What Answer Types can use Limits
• How to set up a custom form question with limits
• How to edit the limit value
• What it looks like for the buyer when an Option has reached capacity
• How to report on Limits set, sold and available

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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

Limits are not available for the following Answer Types: Short text box, Long text box, Date, Yes/No, Phone and Email

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How to set up a Custom Form question with Limits

In this example we will be using Custom Forms to allow Conference goers to select what breakout sessions they wish to attend at the time of registration.

There is limited space in each breakout session, so as the Event Organiser, I want to ensure that once the breakout session is at capacity it is no longer available for selection.

To set up a limit on Custom Form options:

1. From the Dashboard, under Manage events overview, click on the name of your event
2. From the left menu, under Additional Information, select Custom form (data collection)
3. Click Add a Custom Question
4. In the Question field, enter the question you are asking the ticket buyer. Or this may be a Category heading for the options you want the buyer to select from eg. Breakout Session FRIDAY 2pm
5. In Answer Type, choose from either Dropdown or Checkbox
6. Select Limit the quantity of each option field
7. Add in each option, and enter the quantity available for that option in the Limit To field
   
   
8. Select whether you wish to ask the question Per ticket or Per Booking
9. Indicate whether this question is Mandatory
10. Click Save 

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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:

1. From the left menu, under Additional Information, select Custom form (data collection)
2. Next to the Question you wish to edit, click Edit
   
   
3. Update the Limit To value for the option listed
   
4. Click Save
   
   

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What it looks like for the buyer when an Option has reached Capacity

In the Edit screen of the Question, you will be able to see how many of option has been selected under the field Sold/Limit:

In this example you will note that the Option 3 'Managing Emotions with Kathleen Coghlan: Room L301' has reached capacity ie. 25/25 have been selected by buyers.

When the option has been Limit has been exhausted, it will be removed from the selection during booking:

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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:

1. From the left menu, click Reports
2. Under Commonly used, select Availability
   
3. In the fields presented, select the name of the event and session you wish to report on
4. Under the field Show Availability Per, select Custom Forms Questions with Limits 
   
   
5. Click Generate Report