Formulas

Create Formula

Navigate to Settings → Formulas and click "New Formula":

• Name - Internal name for identification (e.g., "Calculate Booth Rent")
• Description - Explanation of what the formula calculates
• Formula Expression - The mathematical calculation with variables
• Result Type - Currency (€), Number, or Percentage
• Usage - Where the formula applies (Participant, Application, Invoice)

Basic Syntax

Formulas use a simple mathematical syntax:

• Basic Operations - + (addition), - (subtraction), * (multiplication), / (division)
• Parentheses - ( ) for grouping and priority
• Variables - {variablename} for dynamic values
• Numbers - Decimal numbers with period: 19.5, 100.00
• Percentage - Percentages as decimal: 19% = 0.19

Available Variables

These variables are available in formulas:

• {booth_size} - Booth area in square meters
• {booth_width} - Booth width in meters (front)
• {booth_depth} - Booth depth in meters
• {category_price} - Base price of participant category
• {days} - Number of event days
• {quantity} - Ordered quantity for services

Custom Field Values

Use values from custom fields:

• {field:fieldname} - Value of a custom field (e.g., {field:employee_count})
• {field:checkbox} - Checkbox value: 1 if checked, 0 if not
• {field:select} - Selected value of a dropdown field
• {field:number} - Numeric value of a number field

Conditional Logic

Formulas support if-then conditions:

• IF(condition, then, else) - Conditional calculation (e.g., IF({booth_size} > 20, 150, 100))
• Comparison Operators - > (greater), < (less), >= (greater or equal), <= (less or equal), == (equal), != (not equal)
• Logical Operators - AND (and), OR (or) for combined conditions

Mathematical Functions

• ROUND(value, digits) - Round to decimal places (e.g., ROUND({booth_size} * 85, 2))
• FLOOR(value) - Round down to integer
• CEIL(value) - Round up to integer
• MIN(a, b) - Smaller of the two values
• MAX(a, b) - Larger of the two values
• ABS(value) - Absolute value (positive)

Practical Examples

Typical formulas for event management:

• Booth Rent by Area - {booth_size} * 85 - Calculates €85 per m²
• Minimum Amount - MAX({booth_size} * 85, 500) - At least €500
• Tiered Price - IF({booth_size} <= 10, {booth_size} * 100, IF({booth_size} <= 20, {booth_size} * 90, {booth_size} * 80))
• Early Bird Discount - {category_price} * IF({field:early_bird} == 1, 0.9, 1) - 10% discount for early booking
• Multi-Day Discount - {category_price} * {days} * IF({days} >= 3, 0.85, 1) - 15% off for 3+ days

Formula as Invoice Item

Formulas can automatically generate invoice line items:

• Create Position - Enable "Use as Invoice Item"
• Position Text - Description text with placeholders (e.g., "Booth Rent {booth_size} m²")
• Tax Rate - Which VAT rate applies
• Sort Order - Order on the invoice

Testing Formulas

Test formulas before deployment:

• Test Mode - Click "Test Formula" in the editor
• Enter Test Values - Provide sample values for all variables
• Check Result - The calculated result is displayed immediately
• Test Edge Cases - Test with extreme values (0, very large numbers)

AI Formula Assistant

Create formulas with AI support (requires AI feature flag):

• Enter Description - Describe in natural language what the formula should calculate (e.g., "Booth rent based on area with tiered pricing")
• AI Generates Formula - AI creates the mathematical formula expression based on your description
• Review Formula - Check the generated formula and adjust if needed
• Variable Suggestions - AI suggests matching variables from your custom fields