Limiting the Number of Entries in a Class

Although you can limit how many entries each exhibitor can make in a class, there is no way in the entry settings to limit the total number of entries into a class. 

Issue: The problem is WHEN does the program "count" the entry and subtract--when the class is selected on an open invoice, when the invoice is submitted, or when the entry is approved? Each of those comes with its own set of complications.

Solution: If you have a class that has an entry limit (for example, only 10 people can enter this class), you will need to keep track of the entries as they come in. You'll do that using the approval process.

1. Be sure that while you are still accepting entries into the class, you have "Bypass Invoice Approval" on the Setup/Payment Integration tab set to No, as shown below. If it's set to Yes, any zero-balance invoice or credit card invoice will be automatically approved.
   
2. Approve entries as they are submitted, keeping track of the number of entries into your limited class. You can double-check those approved entries on the Entries menu, by filtering for that class in the hierarchy.
3. Once the limit has been reached,
   • Change the registration dates for the class so that it's closed (no more exhibitors will attempt entry), remembering that you will need to change those again for next year's fair.
   • Reject any remaining submitted invoice entries into the class, explaining to the exhibitors that the class is closed, so they should not re-submit that entry.
   • If you don't want to have to approve the remaining invoices, and you know there are no open invoices including the class, change the Bypass Invoice Approval option to Yes. Be aware that the rejected invoices COULD be resubmitted with the same class, since it already existed on their original invoice; and that any currently-open invoices including that class can also be submitted.
4. The Standard Report Entries>>Rejected Entries may be useful for you if you do have to reject some entries, and then later one of the approved entries cancels or you decide to allow more entries into the class.