Our Forms tool is a customizable information-gathering tool. You are free to ask for as much or as little information as you need. Different types of information you can collect:
- Basic contact information (e.g., name, email, mailing address, etc.)
- Information to enforce business rules for your event (e.g., birthdate, membership number, etc.)
- Responses to help shape the experience at your event (e.g., pre-event survey, etc.)
Additionally, in the FORMS setup area, you can create custom text to aid in your specific registration process, define what is displayed on the registration confirmation page as well as customize your confirmation email.
You can also create custom forms for different types of attendees (e.g., members and non-members) through the use of REGISTRATION PROFILES.
The first step in creating a form is to decide "who" needs "what" on their forms. If you only have registration profile and don't need to segment your attendees, then you're life is easier - you just need to create one form.
Luckily, all forms are created in one section, so you don't need to jump around if creating custom forms for different registrant profiles - they'll all show up in the Attendee Forms & Notices section.
SETTING UP CUSTOM FORMS
If you have setup registrant profiles, they will all show up nice and clean in the Attendee Forms section - check out the grid below (hopefully your event doesn't have this many registrant profiles):
Take the grid above - let's say we have 5 registration types (Manufacturers, Regulators, Speakers, Squealers and Vendors). Squealers, for our purposes, are general attendees. The 4 other registrant profiles need to enter special information, but Squealers are general attendees.
What we'd do here is customize a form for those 4 types (by clicking Configure and making the changes you want - it'll turn orange after it's been customized and the form will change from "Default Form" to "Custom Form"). For the 5th type (Squealers), we'd just hit Configure next to everyone at the top, and make the changes we want to the original Default Form.
This ensures that if you want to use the default form for any other class of registrant, you don't have to do all of your work more than once! The default form will apply to any registrant profile's form that you haven't individually clicked into and customized yourself.
Note: Again, the "Everyone" form will apply to all profiles using the "Default" form. It will also apply to guests of registrants if you are using the "FULL GUEST" method.
WHY SETUP CUSTOM FORMS?
For example, you have an event and you will have both members and non-members of your organization attending the event. You may want to ask for membership number for "members" and not for "non-members".
First, make sure you have REGISTRATION PROFILES set up for Members and Non-Members.
CREATING YOUR FORMS
In the EVENT BUILDER, click on FORMS on the left, then click Attendee Forms & Notices on the righthand menu.
As explained above, if you have any registrant profiles setup, you will see them in the list. If not, you will see the "Everyone" profile. Click Configure next to the form you want to edit - you will be brought into the form editor.
The form editor has 4 sections, each with different options to customize your registration form:
- FORM PROMPTS: main section for editing registrant questions on your form
- CUSTOM TEXT: this section let's you customize your extra text in your forms
- CONFIRMATION PAGE: this section allows you to customize your final confirmation page
- CONFIRMATION EMAIL: you guessed it....this section gives you control over your confirmation email
Let's walk through each section in detail:
1. FORM PROMPTS
In the first section, called Form Prompts, you'll create the body of your form. This is where you select which questions to ask your attendees during registration, for the purpose of gathering the right information.
Do you need their email address? Phone number? Travel arrangements? We've got you covered for any type of question you might want to ask. Just click the checkbox to the right of the questions and decide whether you want to make the field required or optional (using the drop-down box on the right side of the prompt).
We give you a lot of freedom to develop the perfect prompts for you event. For any prompt that you don't see, use our Custom Prompt tool (on the righthand menu, also in the FORMS section of the Event Builder) - with this tool, you can create any question imaginable. Boom.
There is a Speaker Status prompt that allows speaker attendees to flag themselves during registration. After they register, they will be stored in your organization's speaker database for use on your agenda.
Additionally, our system will show you which prompts you've created (in the Custom Prompts module) are conditional prompts (meaning they are spawned by the answer an attendee gives on another prompt).
UPLOAD FILES & IMAGES
If you need the registrant to upload images or documents, activate that feature here.
Once activated, you will be able to customize the instruction message. Registrants can always return to their MY EVENT area to modify or add documents and images linked to your event. You can access these uploads from the DETAILS panel of each registrant in the DASHBOARD area.
This feature comes in handy, for example, when you need a speaker to upload their headshot.
You can show/hide a comments box and referral section for attendees, and make a space selection required. For referrals, if you want to collect information on how the registrant found out about the event, activate this feature. It will contain the names of prior registrants and a few general referral sources (if the registrant does not see their referral source in the menu, they can enter their own!).
2. CUSTOM TEXT
You may add language to each panel of the registration form and also override your organization's disclaimer text (or hide it entirely). In any section, add your text, format it and click on "Save".
These notes go right atop the registration form.
OPTIONAL FIELD AREA NOTES
These notes atop the section of your registration form that includes custom prompts that you built (more on those in the Custom Prompts article).
ITEM SELECTION NOTES
These notes go atop the item selection panel.
CHECKOUT PANEL NOTES
These notes go atop the final checkout panel.
REGISTRATION DISCLAIMER & ACKNOWLEDGEMENT
If shown, the registrant has to acknowledge and agree to your disclaimer prior to completing registration. In your ORGANIZATION ACCOUNT (accessed through the dashboard), you can set the default disclaimer which will be displayed on each event (unless you choose to hide it). If you want to override your organization default disclaimer, you can do that here.
3. CONFIRMATION PAGE
You have the ability to add a custom message to the checkout page, along with important links you want to give your attendees after checkout. In addition, you can specify the other items your registrants will see on the page.
Here's where your custom confirmation page message appears. You'll also see where you're three important links appear.
- Onscreen Paragraph: Add a thank you or a brief message to your registrants.
- You can customize your registration confirmation EMAIL in the next section.
- Links: Include links to important information by including the url and a short name of your link. If you want to include documents you already uploaded to your event, you can simply copy that url and include it here.
- Scannable Activity & Parking Passes: For each registration item you created, a scannable activity pass is available (and automatically created in the system for you). These are extremely useful for on-site check-in. Here you can allow registrant to print all or selected activity passes.
- If you don't want these printed, you can click "Do Not Allow"
Our system automatically creates easy-to-use passes for parking and specific registration items (activities). In this section of the Form Builder, you can customize whether or not your attendees will have access to print these passes and furthermore, which specific activities will have passes available to attendees.
4. CONFIRMATION EMAIL
The Eventsquid system will generate and send a confirmation email to your registrants.
You may customize the body of the confirmation email with your own message. Enter your information and click Save when done!
Additionally, you'll be able to add / hide your logo from your confirmation email.
The following information is automatically included in your confirmation email:
- A link to modify registration (if you permit that)
- A link to register or modify guest lists (if applicable)
- A link to add the event to the user's calendar
- A link to the user's account where the user can reprint items, make changes and view their itinerary (as applicable to your event)
- YOUR CONTACT INFORMATION (the information you entered in the EventBuilder)
- Your event contact email as the "reply to" address
You can also include a link to a QR code check-in function. The link will look like this in your confirmation email:
When your attendee clicks the link in their email, they will be brought to a link that looks like this: