Categories
Define participant categories with different prices, services, and hierarchical organization.
Available in
| Resource | Starter | Professional | Business | Enterprise |
|---|---|---|---|---|
| Categories | 5 | 15 | 30 | Unlimited |
Categories allow you to define different participant types with different conditions. The system supports unlimited hierarchical nesting, three visibility modes, and event-specific filtering for maximum flexibility.
Creating a Category - Step by Step
How to create a new category:
-
1. Navigation - Go to Settings → Categories → New Category
-
2. Enter Name - Enter a descriptive name (e.g., "Premium Exhibitor", "Startup Zone")
-
3. Parent Category - Optional: Select a parent category for hierarchical structure
-
4. Set Visibility - Choose how the category appears in forms (Selectable, Container, Admin Only)
-
5. Define Price - Enter base price or add a formula for automatic calculation
-
6. Choose Color - Select a color code for visual distinction in lists and plans
-
7. Description - Optional description of included services and conditions
-
8. Event Filter - Optional: Make category available only for specific events
-
9. Save - Save the category. The unique category key is automatically generated
Hierarchy and Nesting
Categories can be nested to unlimited depth:
-
Tree Structure - Categories are displayed as a tree with collapsible sub-levels
-
Parent Category - Each category can have a parent category. NULL = root level
-
Child Categories - Categories can have any number of subcategories
-
Inheritance - Subcategories can inherit settings from their parent category
-
Drag & Drop - Change order and hierarchy via drag and drop
-
Cascading Deletion - When deleting a category, subcategories are moved to the next level up
Visibility Modes
The three modes control how categories appear in forms:
-
Selectable - Default mode. Category appears in dropdown menus and can be selected by applicants/admins
-
Container - Category serves only for grouping. Displayed but not selectable. Only subcategories can be chosen
-
Admin Only - Category is visible only to administrators. Does not appear in applicant forms or portal
Event-Specific Categories
Categories can be restricted to specific events:
-
Global Categories - If no event filter is set, the category is available for all events
-
Assign Event Keys - Select specific events for which this category should be available
-
Event Key - Filtering is done via the unique event key (event_key), not the event ID
-
Automatic Filtering - In forms and dropdowns, only matching categories for the current event are shown
-
Example - Make category "Food Court" available only for event with key "berlin-expo-2025"
Category Key (Unique Identifier)
The automatically generated key for API and imports:
-
Automatic Generation - System automatically generates a URL-friendly key from the name
-
Transliteration - Umlauts and special characters are converted (Müller → mueller, Café → cafe)
-
Kebab Case - Spaces become hyphens (Premium Exhibitor → premium-exhibitor)
-
Uniqueness - If a key already exists, a number is appended (premium-exhibitor-2)
-
Usage - Key is used for API calls, CSV imports, and formula references
-
Immutable - After creation, the key should not be changed to preserve existing references
Category Settings
All available fields when creating/editing:
-
Name - Display name of the category (required)
-
Description - Detailed description of conditions and services
-
Parent Category - For hierarchical organization (optional)
-
Category Key - Unique identifier, automatically generated
-
Price - Base price in default currency. Can be 0 for free categories
-
Color - Hex color code (#FF5733) for visual identification
-
Visibility - Selectable, Container, or Admin Only
-
Event Filter - Restriction to specific events (optional)
-
Sort Order - Position in lists and dropdowns
-
Max Participants - Maximum number of participants in this category (0 = unlimited)
-
Active - Whether the category is available
Pricing and Formulas
Flexible pricing options for categories:
-
Fixed Price - Simple fixed price, e.g., €500.00
-
Formula-Based - Price can be calculated by formulas that access other values
-
Based on Booth Size - Formula can include booth size: Category base price + (booth area × factor)
-
Based on Services - Formula can consider booked services
-
Discounts - Discounts can be applied via formulas or manually during invoicing
-
Invoice Integration - Category price is automatically added as invoice line item
Sorting and Order
How to organize category order:
-
Drag & Drop - In the category list, you can move entries via drag and drop
-
Automatic Numbering - Sort position is automatically updated
-
Within Level - Sorting applies within the respective hierarchy level
-
Form Order - Categories are displayed in forms according to this sorting
Tips
- Use container categories to create logical groupings (e.g., "Exhibitors" with subcategories "Standard", "Premium")
- Use colors consistently: e.g., all premium categories in gold, all startup categories in green
- Set max participants for categories with limited space (e.g., "VIP Area" with max 20 participants)
- Check the hierarchy before deleting a category - subcategories are moved, not deleted
- Use event filters for event-specific categories instead of duplicating categories
- The category key is great for CSV imports - make sure it is descriptive
Notes
- Categories with assigned participants cannot be deleted - move the participants first
- Admin Only visibility is ideal for internal categories like "Guest of Honor" or "Press"
- Changes to category prices do not affect already created invoices
- The category key is generated once at creation and should not be changed afterward
- Container categories cannot have a price - the price comes from the selected subcategory