What is it?
One of the most common types of forms is an Event Registration form. Event Registration forms allow users to register and pay for an event they’ll attend, including sessions, meals, etc. These forms can also allow registrants to pay for guests they’ll be bringing to an event.
Primary benefits of event forms
Within a normal form, a user fills out a section of information a single time. When registering additional profiles, this can be a cumbersome process, as it requires the use of multiple sections/versions of the same fields. In an event form, if you choose to register additional profiles or guests, the event section will replicate itself for the additional registrations. As a result, you'll often need just a single event section to collect the information for multiple users.
Also, when viewing the form list, the submissions column, which accounts for each submission made through the form, only exports out the form taker's information and non-event fields. The registrants column records the information of all profiles registered through an event form and exports them out individually, meaning you have a row for each registrant on your exported excel file.
To note: Event exports only export out information entered into an event section. Information entered in a non-event section can only be exported through the submissions column.
How to Access
Navigate to Forms > Form List
Creating an Event Form
1. To begin creating a new event form, click ‘Create New Form’.
2. In the ‘Create New Form’ window, add your Form Name (required), Form Description (optional) and check the appropriate Setup Option(s).
If you want to offer users the option to become a member or renew their membership, check “This form will be used for membership” in addition to “This form will be used for event registrations.” Click Save.
3. Configure the Form Settings in the left-hand column of the Form Builder.
Form Name: Name of the form that will display on the form page and internally.
Form Description: A form’s description displays in the form editor for admins.
Form Alias: The form’s alias is how the form will be directly accessed by Admins and members. For example, your-domain.com/2015-conference-registration is a direct link to this example form. The portion “2015-conference-registration” is the form’s alias. You can customize this in order to create a custom link that points to the form.
Publish Form: Toggle this option to ON when the form is ready for testing, or to use on the website.
Enable form expiration date: Toggle this option to ON and set a date if you want the form set to inactive automatically on a specified date.
- Permissions: Click Edit Group Permissions to set the Groups that have permission to use the form.
- Date-based Pricing: Click Add a Date-Based Pricing Rule to create date-based pricing for early-bird specials or late registration rates. For a more in-depth explanation of this feature, click here.
- Discount Codes: Click Add Discount Code to create discount codes that override all other pricing on affected fields.
- For a more in-depth explanation of this feature, click here.
- Forward URL: Enter the URL to forward users to at the end of the form.
All form functionality will take place in the sections on the right-hand side of the form.
We recommend enabling the login section unless the form is an anonymous type form, like a ballot or anonymous survey. Confirmation emails will not be sent to users who don't log into the form.
- Existing Users: will allow existing members to log in
- New Users: will allow non-members to access the form
If you didn't choose the 'event registrations' checkbox when configuring your new form, the event section can be added after a form is created under Add Form Elements->Presentation. An event section will initially resemble the below.
The name field is required and cannot be removed from the event section. The Register Guest and Register Linked Profile buttons only display if you've enabled the settings that allow users to register guests or linked profiles. To edit these settings, click the Properties button located at the top of the event section. Once you do, the Element Properties column will open on the left. Edit the event's settings here, which resemble the below.
To note: The Event Name and Event Date listed in the Event Details portion of the properties determines whether your event shows up in either your Upcoming Events or Past Event Attendance sections on your admin dashboard. If these fields are wrong, it may not display, or display under an incorrect name.
Choose whether you want to Require at least one registrant for the event. A form can have multiple event sections, so you may want to require one registrant for one, but make the others optional.
You can also choose to limit the number of registrants for the event. This will limit the total number of registrants. If there is a cap in place, a small timer will display when a person registering through the form becomes inactive for 1 minute letting them know that their submission will become inactive.
Underneath this section, you can also choose what happens when the registrant limit is reached.
Next, if the form is available for organizations, you can toggle ON the option to Allow key contacts to register linked profiles.
You can also toggle ON the option to allow Guest registrants. Guest registrants are event attendees that are not members. Here you can set a limit on the number of guest registrants allowed in one submission.
If you would like the form to Create prospect profiles for guest registrants, toggle that option ON.
Finally, if you would like guest registrants to be charged at the Public/Prospect rate instead of the Member Type rate, you will want to toggle "Prevent guests from receiving member type pricing" to ON.
After configuring the Properties of the event section, drop the appropriate custom and built-in attributes, as well as any form fields or presentation elements you'd like into the event section. Additional fields must be added beneath the Registrant Name.
This section includes an area for the member to enter a Discount Code and you may enable Summary Fields. If you click ‘Properties’ in this section, in the element properties on the left, you can choose Add/Edit Summary Fields to configure the fields that appear in the Summary so that the member may review what they entered before moving on to the payment section.
This section includes credit card payment fields. The Name and Address sections will pre-fill with information captured in the Membership section. If you click ‘Properties’ in this section, you can add the Payment Processor, Invoice Template and edit the invoice template due date.
'Override invoice template's due date' can be toggled on if there is a need to pick a specific date that the invoice should be due. (Note: this feature is only available on event forms)
This section includes the Confirmation Page that will be seen once a member submits the form. Just click on the section to edit the text in the Element Properties. If you click on the ‘Properties’ button at the section's top, you may enable the Confirmation Email, which will send automatically once a logged-in user submits the form. You also have the option to set-up an Itinerary Email.
Confirmation Page: The page end-users land on after hitting "Submit".
Confirmation Email:The email that goes out to the form-taker and any BCC's.
Send Itinerary to All Registrants: The email that goes out to all the Registrants of the Event Section. The form-taker can be BCC'd on these as well.
NOTE: If both emails are set to 'ON' as in the above screenshot, the form-taker will receive both emails.