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How to show an enrollment field only for certain offerings

To ask an enrollment field only of people who register for certain offerings, add it to the program once for each of those offerings, choosing that offering in the Offering list instead of All. Families then see the field only when they register for one of them.

Applies to: Admins who can edit program configuration · All plans · All registration program types

Where: Programs > Manage Programs > (program) > 2 Configuration > Enrollment Fields

Before you start

  • Create the field first on Programs > Configurations > Enrollment Fields. See How to create an enrollment field and add it to a program.
  • A row in the program's Enrollment Fields section has one Offering: All, or a single offering. You can't pick several offerings in one row.
  • A field can't be set to All and to a single offering for the same Enrollment Type at the same time. To limit a field that's already set to All, remove that row first (see below).
  • The Offering can't be changed once a row is added: on the Edit Enrollment Field page the Offering list is grayed out. To move a field to other offerings, remove the row and add the field again.

Ask a field in one offering

  1. Go to Programs > Manage Programs and click the program's name.
  2. Click 2 Configuration (2a Team Configuration or 2b Roster Configuration in Team Registration plus Roster programs) and scroll to Enrollment Fields.
  3. Click Add Enrollment Field.
  4. In Enrollment Field, choose the field.
  5. In Enrollment Type, choose who answers it, such as Player or Volunteer.
  6. In Offering, choose the offering. Choose All only for a field that every offering should ask.
  7. Choose New vs Returning, Required and Use Previous, and Can Be Edited if you see it.
  8. Click Add.
  9. To ask the same field in another offering, repeat steps 3 to 8 and choose that offering.

What you'll see: one row for each offering, with the offering's name in the Offering column (All for a row every offering asks). Each row has its own settings, so a field can be required in one offering and optional in another. New rows are added at the bottom of the list: drag each one by the handle at its left to where families should see it.

Limit a field that every offering asks

Removing a row doesn't delete answers people already gave, but a registration shows an answer only while its offering still asks the field, and saving that registration's Edit tab removes an answer it doesn't show. If you need those answers, export them first with the Enrollment Information report.

  1. In the program's Enrollment Fields section, click the red X on the field's All row.
  2. Click OK on "Are you sure you want to delete the Enrollment Field "(field name)"?".
  3. Click Add Enrollment Field and add the field for one offering, as in the steps above.
  4. Repeat for each offering that should ask it, then drag the new rows into place.

What families see

  • A family chooses the participant and the offering first. The registration page then asks the fields set to All and the fields set to that offering, as long as New vs Returning fits the participant. Fields for other offerings aren't shown.
  • A family registering two children for different offerings answers each offering's own fields on each child's page.
  • Families who change their answers later (Can Be Edited) see the fields of their own registration's offering. Admins see the same fields on a registration's Edit tab.

To check, open the program's 3 Preview, choose 3. Enrollment Page in Preview Of, then the enrollment type, the offering (and session, for a camp) and Returning or New, and click Preview. Repeat for another offering to see the difference.

If it doesn't work

  • "Duplicate 'Enrollment Field', 'Enrollment Type', and 'Offering' combinations are not allowed." The program already asks this field of that Enrollment Type for the same offering, or for All. If it's on All, remove the All row first.
  • "To add a Enrollment Field, you need to select a value from the 'Offering' list." Choose All or an offering.
  • The Offering list is grayed out on Edit Enrollment Field. That's expected. Remove the row with its red X and add the field again with the offering you want.
  • "Duplicate 'Enrollment Field' and 'Offering' combinations are not allowed." on Edit Enrollment Field. You chose a field that this offering already asks. Edit that row instead.
  • All isn't in the Offering list, or a row set to All has no Edit icon or red X. Admins limited to certain associated organizations see All only when the program belongs to one of their organizations, and they can't change or remove rows set to All. An admin with access to every organization can.
  • Families don't see the field. Check the row's Offering, Enrollment Type and New vs Returning, then preview it as above. In a Youth & Adult Registration program, adults register only for General/Adult offerings and children only for Player/Youth offerings, so a row whose Enrollment Type and offering don't match is never asked.
  • You can't preview a Player/Youth page in a Youth & Adult Registration program. 3 Preview offers only General there. Register a test participant with Place Order to see that page.
  • A field's rows disappeared from the program. Deleting an offering also removes the enrollment field rows set to that offering.

Good to know

  • Separators work the same way: Add Separator has its own Offering, so a heading and instructions can appear for one offering only.
  • In a Youth Camp Registration program, a field can be limited to an offering but not to one of its sessions.
  • Copying a program keeps each row on the copied offering, and rows set to All stay on All.
  • A field can't depend on another answer. It can be limited only by Enrollment Type, Offering and New vs Returning.
  • Custom fields (Administration > Configurations > Custom Fields) belong to the account, parent or player rather than to a registration, so they can't be limited to an offering. Use an enrollment field for a question that depends on the offering. See Custom Fields settings reference (Administration > Configurations > Custom Fields).

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