Restrictions are used to limit the questions that are displayed to participants based on specific criteria such as sex, age, and subgroup. Without applying restrictions, every active participant will be able to view all questions. With restrictions in place, only participants who meet the set criteria will be able to view the question(s).
In Builder, you can use Restrictions in the following ways:
- Creating steps and questions that need to be restricted
- Filtering for steps and questions that have restrictions
- Applying restrictions in bulk
In this article:
Restriction Types
The following restrictions are available when creating questions or steps, filtering for your list of questions or steps, or when applying bulk edits in Builder:
- Sex Restrictions: allow you to restrict questions or steps by sex assigned at birth.
-
Age Restrictions: allow you to restrict questions or steps by age (options include ‘As Older or Older Than’ and ‘Younger Than’).
- Important: Note that the age restrictions set in our online Registration system are based on the age of the participants at the time of the session start date. The age restrictions in the Health Profile are filtered based on the current age of the participant.
- Subgroup Restrictions: allow you to restrict questions or steps by the group to which the participant is registered. Note that the list of subgroups that appear within your options stem directly from your account’s Group Structure.
How to Apply Restrictions
You can use the Questions Overview panel to restrict your forms by sex, age, or subgroup.
In this section:
- How to Apply Restrictions to Individual Steps or Questions
- How to Apply Restrictions in Bulk
How to Apply Restrictions to Individual Steps or Questions
To restrict new or existing steps or questions, follow the steps below:
- If applying restrictions to an existing step or question, proceed to Step 2). If creating a new step or question, first click the + Create button and make your desired selections.
- Click the the edit icon (
to edit the step or question. Clicking this icon will activate the Question Metadata Field, and the editing options will appear.
- Click on the Restrictions drop down list. Once this list is expanded, you will be able to see if there are current restrictions set up.
- (Optional) To remove existing restrictions, uncheck the respective box(es). If removing Subgroup Restrictions, be sure to click the ‘x’ next to each subgroup.
- Select one or more of the following from the dropdown list, depending on whether you want to apply sex, age, or subgroup restrictions:
- Sex-Restricted: After selecting this option, select Male or Female.
- Age-Restricted: After selecting this option, select ‘As old or older than’ or ‘Younger than,’ then enter the age in years.
-
Subgroup-Restricted: After selecting this option, select your desired subgroup(s) from the dropdown list.
Note: You may select more than one subgroup.
- Click Save. The respective icon(s) will appear next to the edit icon on the step or question label:
-
Sex Restriction: male or female icon (
or
)
-
Age Restriction: birthday cake icon (
)
-
Subgroup Restriction: chart icon (
)
-
Sex Restriction: male or female icon (
How to Apply Restrictions in Bulk
- If desired, use the Filter List to narrow down your forms to a subset of questions, or select your desired questions in the right-side Questions Overview panel.
- Select the specific questions you want to restrict, or click the Select All button to select all questions.
- Click Bulk Edits at the top of the Questions Overview panel.
- Select one or more of the following from the dropdown list, depending on whether you want to apply sex, age, or subgroup restrictions:
- Sex-Restricted: After selecting this option, select Male or Female.
- Age-Restricted: After selecting this option, select ‘As old or older than’ or ‘Younger than,’ then enter the age in years.
-
Subgroup-Restricted: After selecting this option, select your desired subgroup(s) from the dropdown list.
Note: You may select more than one subgroup.
Important: Using the Bulk Edit - Subgroup Restrictions feature will only add the requested subgroup restrictions. It will not replace or remove any existing subgroup restrictions. You must manually remove subgroup restrictions by clicking the ‘x’ next to each subgroup.
- Click Save. The respective icon will appear next to the edit icon on the step or question labels to which you applied the restrictions.
Best Practices
In this section
- Subgroup Restrictions
- Z-Groups
Subgroup Restrictions
When using Subgroup restrictions, use the highest level possible (ideally, the first level of your group structure or the level before the level that contains the year). By setting the Subgroup restriction at a higher level before the year, you won't have to update the subgroup restrictions every year. For example, any forms that should be seen by all campers should be restricted to ‘Camper’ and not ‘Camper > 2025.'
Tip: In Builder, if you hover over the name of the subgroup listed in the Subgroup restrictions dropdown, you can preview the full path and see what level the subgroup lives in.
Apply restrictions to the step or form header instead of individual questions whenever possible.
Restrictions set on a step will apply to all questions within the step. Restrictions set on a form header will apply to all questions nested inside the form header.
Z-Groups
Some organizations may want to ‘hide’ or ‘archive’ a set of questions to preserve the structure or format for reference in the future in lieu of deactivating. The ‘Z-group’ is the general name of the subgroup restriction that would be applied to the step or series of questions, and terms such as ‘Z-archive,’ ‘Z-hidden,’ and ‘Z-review’ may all be used depending on the task at hand. The ‘Z’ is added to the beginning so that the group appears at the bottom of the drop-down list when filtering in the List Builder.
Typically, an organization will use ‘Z-archive’ when archiving or hiding steps or questions from their forms temporarily for later use, and/or when anticipating needing a specific nested structure or formatting for reference in the future.
Important: ‘Z-groups’ are not set up by default. Please reach out to your Client Success Team to have this group added to your Group Structure.