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How do I Configure and Manage Group Type Multi-Registration Workflow?

Azavista Support
Updated

Configuring and Managing Multi-Registration Workflow

Overview

The Group Type Multi-Registration Workflow enables a primary participant to register and manage multiple sub-participants within a single registration journey. This functionality is especially useful for corporate bookings, team registrations, or scenarios where one person is responsible for registering a group.

Through the Workflow Editor, planners can fully control how group registrations behave—ranging from participant limits and slot allocation to forms, communication emails, and lifecycle stages. This ensures a structured and scalable registration experience for both organizers and attendees.

Step-by-Step Approach

1. Add Multi-Registration Workflow to the Editor

  • Navigate to the Workflow Editor from your event dashboard
  • Drag and drop the Multi-Registration block onto the workflow canvas
  • Connect it with preceding and subsequent workflow steps

This step defines where the multi-registration logic sits within your overall event flow. Proper placement ensures a smooth transition between registration stages.

2. Customize and Configure Parameters

  • Open the settings panel of the Multi-Registration block
  • Configure all available parameters based on your event requirements

This is the core configuration area where you define how the workflow behaves, including participant handling, limits, and communication.

3. Select Registration Forms

  • Choose a form from the Forms select field

The selected form will be used to capture details of the primary participant. Ensure the form includes all necessary fields required for the main registrant.

4. Select Thank You Page

  • Choose a page from the Thank You Page select field

After completing registration, users are redirected to this page. It can include confirmation details, next steps, or event-related information.

5. Set Multi-Registration Type

  • From the Multi Registration Type select field, select: Group

Choosing Group enables functionality where one primary participant can manage multiple sub-participants under a single registration.

6. Configure Custom Allocation

  • Select “Set field to set custom allocation”
  • Map a custom field (e.g., integer field for slot count)

This allows dynamic allocation of participant slots based on predefined data (such as ticket type or organization size), instead of fixed manual limits.

7. Enter or Edit Assigned Slots

  • Enter or update the Assigned Slots value

Assigned Slots determine how many sub-participants the primary registrant can add. This value can either be system-driven (via custom field) or manually adjusted.

8. Define Multi-Registration Limit (Group)

  • Enter or edit the multi-registration limit

This acts as a safeguard to ensure that the number of participants per group does not exceed a defined maximum, helping manage capacity and avoid overbooking.

9. Configure Sub-Participant Form Fields

  • Open the Sub-participant form fields pop-up
  • Select the required fields

These fields define what information needs to be collected for each sub-participant (e.g., name, email, role). This ensures consistent and complete data capture.

10. Configure Communication Emails

  • Select Sub Participant Confirmation Email
  • Select Sub Participant Cancellation Email
  • Select Main Participant Confirmation Email

These emails automate communication with sub-participants, ensuring they receive confirmations or updates independently of the main participant.

11. Configure Registration Stages

  • Enter the following stage names:
    • Multi Registration Pending Stage Name
    • Multi Registration Completed Stage Name
    • Registration Completed Stage Name
    • Registration Canceled Stage Name

These stages help track the lifecycle of both the group registration and individual participant statuses, improving reporting and operational visibility.

12. Configure Assignment Settings

  • Require Assigning the Main Participant: Controls whether every sub-participant must be linked to the primary participant
  • Allow unassigned ticket: Enables flexibility in ticket assignment
  • Disable Updating submitted sub-participants: When enabled, users cannot edit or modify sub-participant details after submission

These settings control whether every sub-participant must be linked to the primary participant or if flexibility is allowed in ticket assignment.

13. Connect Workflow to Other Blocks

  • Link the Multi-Registration block to:
    • Decline
    • Pre-Arrival
    • Arrival

Connecting these blocks ensures that participants continue through the correct lifecycle stages based on their registration outcomes.

14. Manage the Multi-Registration Workflow Block

  • Use available options to:
    • Edit the workflow
    • Remove the block
    • Lock/Unlock the configuration

Locking prevents accidental changes, while editing and removing allow flexibility during setup or iteration phases.

Result

  • Group registrations can be efficiently managed within a single workflow
  • Participant slots and limits are controlled dynamically
  • Sub-participant data and communications are handled seamlessly
  • The entire registration lifecycle is structured and trackable

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