The Custom Prompt Library allows you to create questions unique to your event and organization. The Prompt Library allows you a number of features (including conditional logic) and will allow you to reuse the questions you create from event to event.
See below two videos from our tutorial series walking you through the Custom Prompt Library essential and advanced tactics.
CUSTOM PROMPT LIBRARY PART 1
CUSTOM PROMPT LIBRARY PART 2
An important concept to understanding the Custom Prompt Library is that it is a Dashboard-level prompt repository. Meaning, it does not matter which event you create a new prompt under; that prompt will be shared and accessible across all events on your Dashboard.
This provides a significant convenience when reusing prompts from old events. However, we do caution that modifying a prompt or deleting a prompt will have a ripple effect: any event that used that prompt in the past will also receive that prompt change. Thus, if you delete a prompt, all associated data (captured from prior events when using that prompt) will also be wiped from the system along with it.
CREATE A NEW PROMPT
Enter the Event Builder, then select the REGISTRATION tab at the top. Click the Custom Prompt Library tool on the left. Click the green Create New Prompt button at the top right to create a new prompt - below, you'll see what a brand new prompt looks like.
(NOTE: The Custom Prompt tool is very similar to the Registration Item tool, in that new prompts are created as draggable bricks, with an expandable settings panel. Categorize the prompts into groups and customize how you see fit.)
See below and read on for the first key steps in creating a new prompt:
- Categorize: first, pick an existing category or create a new one for your new prompt. After selecting/creating, your prompt will automatically reload in that category.
- Prompt Name: next, give your prompt a title. The prompt may or may not be a question, (e.g. many times we will see custom prompts being used for the purpose of a custom terms acknowledgement within the form), so you can use our selector to change the ending punctuation on the prompt. Click the checkmark to confirm changes.
- Input Type: figure out what data type you'd like to use for your question. In the example above, we have a Dropdown Menu type being utilized. Our system also offers Radio Buttons, Small/Large Text Boxes and Checkbox input types. Radio Buttons and Dropdown Menus restrict the registrant to picking only a single answer choice.
- Labels: if your prompt is multi-choice, you will need to create your input labels. Click the small grey pencil icon on the right of an existing input label to edit it; click the X icon next to that to delete the label option. To add, use the text box above, then click the green + icon to add the label to the set.
The usage field in the prompt editing panel comes with two options that, when the prompt is activated for your event's registration form(s), drive how the prompt behaves for that event:
- ON PUBLIC REGISTRATION FORM: shows to the end registrant
- INTERNAL USE ONLY: does not show to the end registrant
In some cases, as an event host, you might need to capture and attach a piece of data to a registrant. However, that field should not always be shown to the registrant. You might need that field to stay private.
For example, let's say your company has an internal methodology of assigning a lead code to registrants of your event. Registrants won't know about this encoding system, but you need to associate this piece of data with all registrants.
In this case, you can create a simple text box prompt and set the USAGE status to INTERNAL USE ONLY. Then activate the prompt for the event. As an admin, you'll be able to associate a code with each registrant using this field (Dashboard >> Registered Attendees list >> Custom Questions tab). From there, you can extract this data from the system by using the Custom Reporting engine (located on the Dashboard).
The scope field in the prompt editing panel gives you two ways in which you can configure the prompt to save data entered by the registrant [during registration]:
- SAVED SPECIFIC TO EACH EVENT: attendee responses will not be carried over to subsequent events that also ask this question (saves unique response data for each event the question is asked)
- SAVED ACROSS ALL EVENTS: attendee response is kept consistent across all events in which the question is asked (and that answer is updated across all events anytime the answer is changed)
Especially for those of you that host many events throughout the year, this setting is very useful. For prompts that request a piece of data that should be unchanged (i.e. Membership ID), you'll want to make sure you set the SCOPE field to ANSWERS SAVED ACROSS YOUR EVENTS. This way, the Member ID is kept consistent and registrants won't have to fill out this information every time they return to register for a subsequent event.
Consider a prompt that needs unique information, such as Flight Number. If you are capturing travel data, these responses will more often than not need to be unique to each event. After all, these pieces of data are unique for each travel itinerary that is booked.
Our system will let you require specific data inputs from registrants. This keeps your data gathered from that prompt uniform and easier to interpret, in certain case. For example, let's say you needed to capture a specific date from registrants (i.e. Arrival Date).
First, you'll need to change the input type of your custom prompt to a Small Text Box. Then, click into the Validate dropdown menu - you will see the 4 data validation options below:
CONDITIONAL PROMPT LOGIC
You can use the Custom Prompt Library to create conditional relationships between prompts, conditional discounts and conditional messages. The only requirement is that the initial prompt (upon which a conditional connection to a follow-up prompt) NOT be a text box input type - in that case, you wouldn't have any preset selections to base the conditional logic off of. You must use the Radio Button, Checkbox, or Dropdown input type to create conditional logic.
Inside the prompt's settings, you will see an orange button at the bottom left called Trigger Discount or Prompt. Click it. You will be taken to the following screen:
- Triggers These Prompts: tell your registration form to connect a follow-up prompt (or multiple) to a specific answer selected on the initial prompt
- Triggers This Discount: tell your registration form to give the registrant a specific discount (must be created separately in the Discount tool) if he/she selects a specific answer on the initial prompt
- Triggers This Message: tell your registration form to pop a custom message box if the registrant selects a specific answer on the initial prompt
ACTIVATING A CUSTOM PROMPT WITHIN YOUR FORM
Once created, your custom prompt will be available if your registration form editor just like any other standard prompt:
- Default: if using the default registration form, click into the Registration Form tool and locate your prompt in the form prompt pick list
- Custom: if using custom profiles (with Custom Settings turned on within the profile), then click into the Custom Profiles tool >> click the pencil icon to edit your custom profile >> click into the 2. FORM PROMPTS section of the profile editor >> then locate and turn on your custom prompt within the prompt pick list