This guide is for course providers. When a customer books several places, you choose whether checkout collects the name and details of every attendee (delegate) or only of the person booking. You also choose which form the booker and the other attendees fill in.
These settings are on each course: Courses > open the course > Edit Course > Settings > Forms & Participants. Save the course after changing them. For creating the forms themselves, see Create a Checkout Form (Booking or Registration Form).
Get the Names of All Delegates on a Group Booking (Participant Capture Preference)
The participant capture preference controls whose details are collected during checkout. Choose it on the course’s Forms & Participants page and save the course.
Collect Only the Booker’s Details (Only Capture Primary Contact Details)
Customers can book one or more spaces.
Only the booker completes a form, using the Primary registration form.
The attending or booking-for-others question is not shown when every course in the checkout uses this preference. The booker is treated as attending.
Guest details can be added later. See the section on adding delegate names below.
Ask for Every Attendee’s Email at Checkout (Capture Details of All Participants)
Checkout asks whether the booker is attending or booking for others.
Details are collected for each participant before checkout is completed.
The booker uses the primary form; other participants use the guest form. Include Email on the guest form to get each attendee’s email address.
The attendance question comes with this setting. It cannot be switched off separately.
A Person Cannot Register a Colleague for Seminars on Your Website
If a customer cannot book a place for a colleague, check the course’s participant capture preference on its Forms & Participants page:
With Only Capture Primary Contact Details, checkout does not ask whether the booker is attending and does not ask for anyone else’s details. The booker is treated as attending, and the form collects the booker’s own name and email. They can still choose several spaces, and you add the colleagues’ names to the order afterwards.
Choose Capture Details of All Participants so checkout asks Do you wish to register yourself into this course?. The booker can then choose No, I’m registering others and enter each colleague’s details. Save the course.
The learner’s side of booking for colleagues is in Book a Course for Yourself or Other People.
Ask Whether the Booker Is Attending or Booking for Others
When Capture Details of All Participants is enabled, checkout asks whether the booker will be attending the course.
Attending: the booker is also a participant and completes the primary form for themselves.
Booking for others: the booker still completes the primary form, but you can hide questions that only apply to someone attending. The other participants use the guest form.
For example, you may need a booker’s email address even when they are not attending, but only need dietary requirements from the people coming to the course.
If every course in the checkout uses Only Capture Primary Contact Details, the attendance question is not shown. Customers can still book multiple spaces, but guest details for those courses are not collected during checkout. Another course that collects all participants can still cause the attendance question to appear in a combined basket.
Add Several Delegate Names Onto the Same Order (for Example 3 Delegates)
On the course’s Forms & Participants page, choose Capture Details of All Participants so the booker enters each delegate’s name and details at checkout.
If the order was booked with spaces but without names, each space shows as an unnamed space on the order. Open the order from Orders and select Assign… beside each unnamed space to add a delegate. This fills a space already paid for. For the steps, see Change an Existing Order.
The booker can also allocate the places they bought to colleagues from their own account. See Manage the People on a Course You Booked.
Booked Several Tickets but Only One Person Received a Confirmation
Booking emails go to the booker. Another attendee gets their own course emails only when both of these are in place:
The course uses Capture Details of All Participants and the guest form collects each attendee’s email address.
Send guest participants emails is on, on the course’s Forms & Participants page.
With Only Capture Primary Contact Details, the other attendees’ details are not collected at checkout, so they cannot be emailed until you add them to the order. For who receives each course email, see Set Up Automatic Confirmation and Reminder Emails. What attendees see is in Book a Course for Yourself or Other People.
Choose the Booker’s Form (Primary Registration Form)
Select the form for the person making the booking under Primary registration form. This is also where you choose the form containing your personal or business registration options; see Let Customers Book as a Business or an Individual.
Courses booked together in one basket need the same primary form. See Create a Checkout Form (Booking or Registration Form).
Questions for a Booker Who Is Attending
The booker answers the questions on the primary form. Any required questions that are shown must be completed.
What the Person Booking Fills In When They Are Not Attending
For a single course using Capture Details of All Participants, the primary form is still used when the booker is not attending. A question with Primary Contact Attending is Yes is hidden from the booker. On accounts without conditional fields enabled, the older Hide If Primary Contact Is Not Attending switch provides that attendance-based hiding. The booker completes the remaining visible questions.
This avoids asking someone who is booking for colleagues to provide their own dietary or medical details.
In a basket containing several courses, a shared primary-form question can still be shown when the booker attends any course, or when any course uses Only Capture Primary Contact Details. Check the whole basket rather than expecting a separate primary form for each course.
Hide a Booker-Only Question When They Are Not Attending
This needs conditional fields turned on for your account and included in your plan (Teams or Custom) or added to your account. Use the older switch below only when conditional fields are not enabled for your account. If the conditional editor is enabled but your plan does not include it, you cannot add or change conditions.
Open the course’s primary Checkout form under Forms, then open Form Editor.
Open the question’s Field Options, and under Visibility select Only When….
Choose Primary Contact Attending and is Yes. Select Save in the window, then save the form.
Use this for an attendee question such as Dietary needs. It hides the booker’s copy when they book only for others. The same condition does not hide the guest copies. For other conditions, see Show or Hide Form Questions Based on Answers.
Hide a Question for a Booker Who Is Not Attending Without Conditional Fields
If your account does not have the conditional editor, eligible questions still offer Hide If Primary Contact Is Not Attending. Open Field Options, turn it on, save the options and save the form. It applies to the booker, not the guests. Locked required fields and organisation fields do not offer this old switch.
The picture above shows the attendance switch on an account without the conditional editor. If you see Visibility > Only When… instead, use the attendance condition above.
Why the Booker Sees Different Questions From the Other Attendees
The booker always fills in the course’s Primary registration form, and the other attendees fill in the Form for guest participants. A question that is only on the guest form never appears for the booker, even when they attend. A question with Primary Contact Attending is Yes is hidden from a booker who chose No, I’m registering others, and a booker who is not attending has no details of their own to edit after booking. To ask the booker and the attendees the same question, add it to both forms.
For what a booker can change after booking, including their own contact fields, see Let Learners Update Their Details After Booking.
Choose the Form Guests Fill In (Form for Guest Participants)
Under Form for guest participants, select the form for the other people attending. You can use the same form as the booker or a different one.
When Capture Details of All Participants is enabled, the booker provides each guest’s details using this form. The booker’s attendance choice does not hide questions from the guest form.
Create Each Guest as a Contact
This setting is on the course’s Forms & Participants page.
On: add guests to your Contacts list or use their existing contact.
Off: new guests are not automatically added to your Contacts list.
For on-demand and blended courses, guest contacts are used for course access and this switch is not shown.
The guest form must include Email for on-demand and blended courses, and when Create each guest as a contact is on. The primary form must also include Email. If a missing-email warning appears, add the field or choose another form.
Frequently Asked Questions
Why is the booker not asked whether they are attending?
Check Courses > choose the course > Edit Course > Settings > Forms & Participants. The question appears when Capture Details of All Participants is selected.
Can customers book multiple spaces when I only capture the primary contact?
Yes. Only Capture Primary Contact Details collects the booker’s details without asking for each guest’s details during checkout.
Can the booker and guests complete different forms?
Yes. Select them separately under Primary registration form and Form for guest participants on the course’s Forms & Participants page.
Why is a question missing for the booker?
Check the selected primary form, the question’s Visibility rule and the Organisation Section’s rule or Person or Business choice. If your account has the old attendance switch instead, check that too. Use Preview Logic on a form with conditions to check which answers or booking details show the question.
Why are guests not created as contacts?
For courses showing this option, check Create each guest as a contact. On-demand and blended courses use guest contacts for course access and do not show the switch.