Event Forms

Creating an Event Form

The Event form serves as the booking form and includes information fields needed specifically for the Event.

Please note that for the attendee type, second drivers do not count as a participant - please use a simple text box and set the ID and label as Second Drivers

STEP-BY-STEP
  • 1
    Log in as an administrator and go to the Admin Dashboard.
    Learn how to log in here →
  • 2
    Under Modules on the left menu, choose Events
  • 3
    Click Event Listing
  • 4
    Click the Create New Event button
  • 5
    You will be redirected to the Event Management configuration page
  • 6
    Click event forms on the Booking Form
  • 7
    On the Modal pop up Click the Use this Form for Events checkbox
  • 8
    IMPORTANT: Make sure to tick the checkbox Use this Form for Events on the top of the form, otherwise, it will not show on the Events Management
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  • 9
    Add the required fields you want to appear in the form:
    • First Name and Last Name or Full Name - this will show as the Booking Attendee
    • Email Address
    • Select Attendee Type of First Name or Full Name
    • Add other desired fields on your event form then click ‘Finish Build Form and Start Configuration’
    • Configure form email settings and the Thank You Message, then click ‘Finish Configuration’
  • 10
    Once done, click Submit to save changes.

Creating an Event Form from an Event

NB!:Try and use one form for many events. It is much easier to use an existing form than to keep building new ones. The system is designed to enable a single form to be used across multiple events. It makes set-up quicker and easier.

STEP-BY-STEP
  • 1
    Log in as an administrator and go to the Admin Dashboard.
    Learn how to log in here →
  • 2
    Use ‘Search’ or look under ‘Modules’ on the left menu, find and choose Forms
  • 3
    Click ‘Create New Form’ on the top left of Form Management
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  • 4
    You will be redirected to the Form configuration
  • 5
    IMPORTANT: Make sure to tick the checkbox Use this Form for Events on the top of the form, otherwise, it will not show on the Events Management
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    You can copy an existing form if easier. Keep forms as simple as possible.
  • 7
    Add the required fields you want to appear in the form:
    • First Name and Last Name or Full Name - this will show as the Booking Attendee
    • Email Address
    • Select Attendee Type of First Name or Full Name
    • Add other desired fields on your event form then click ‘Finish Build Form and Start Configuration’
    • Configure form email settings and the Thank You Message, then click ‘Finish Configuration’.

Important Tips to Remember in Creating an Event Form

There are 3 tabs in Form creation:

  1. Marketing Details (Contact Data)

    These are your most important details - First Name / Last Name / Email / Address etc.

    The ID/Name of these fields cannot be changed ... and you ought only to use them once in a form. Names are an exception to the rule because you have different options for Attendee types (Driver / Passenger etc.) and this allows the field to be used more than once.

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    The general rule is - If you cannot edit the ID/Name, please only use it once (unless it is a name)

    Always use an Attendee type to differentiate your contact's details

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    When it comes to fields like 'State' - You are able to change the LABEL (not the ID/Name field and also adjust the States you need to use. This needs to be flexible to allow you to use multiple options.

  2. Communication (Contact communication Data)

    These fields enable you to track contacts who fill out the forms. Whilst this is automatically covered for an event on your own website - if you wanted to place the form on someone else's website and be able to track where contacts came from - you might add a 'Referred by' field. In this way, you can separate different areas (when & If required).

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  3. Form Element

    You will need to use these whenever you want to include additional fields. They can be used over and over again. These fields can be renamed & the ID/Name field changed. This ensures recovering the additional data is easy. There are drop-downs and other options which provide flexibility within your form

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NB! Always use Form Elements for additional data and Marketing Details for essential

Update the Event Form on an existing event

STEP-BY-STEP
  • 1
    Log in as an administrator and go to the Admin Dashboard.
    Learn how to log in here →
  • 2
    Under Modules on the left menu, choose Events
  • 3
    Click Event Listing
  • 4
    From the Event Listing, search for the event you want to edit
  • 5
    Click the event forms "Edit" icon to edit the event
  • 6
    Select the new Booking Form on the list
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  • 7
    Click Save to apply changes

Advanced Form Options

Auto Responders (Editing your Auto Responder)

You can also send autoresponders and notifications to other parties using the advanced options

STEP-BY-STEP
  • 1
    Scroll down and click on Advanced Options. You can edit the text in the Auto Response Body field (as shown below)
  • 2
    You can use the property drop-down to customise the message using the data supplied from the form
  • 3
    Any field you add to the form will be available

Notification Email

STEP-BY-STEP
  • 1
    Check the box Send Notification Email
  • 2
    Then configure the email to send using the properties
  • 3
    Properties can also be used in the subject line allowing a great deal of creativity and flexibility
  • Email to will send a formatted email to the address you configure
  • A notification email will allow you to send the same information submitted to someone else using a completely different formatting
  • You may want to use it for notifying your sales team, or perhaps an external provider for catering or any other reason you can think of

Ajax Submit

  • Submits the form without refreshing the page
  • Generally, this is the best way for forms to work and you should usually ensure this setting is set

Pre-populate the form with User's previously submitted data

  • Once a user re-visits the form they’ve submitted, their stored information will automatically be populated on the form fields.
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