Registration forms accept and track event registration details from individuals that attend your event.
You should create registration forms whenever you need to manage, track, and communicate with specific groups of individuals that attend your event.
TIP: Many events offer both registration and tickets to attendees. If you are wondering about the differences between the Registration and Ticketing features built-in to ClearEvent, and which is right for your event, read this article before proceeding.
Registration forms are typically used to sign up registrant types like:
- Vendors or exhibitors
- Volunteers or staff
- any many more!
Follow these steps to create a new registration form:
Step 1: Create a new registration form
- Go to the Event Manager App > Registration section > Forms tab.
- Click the + Add button or the + Add a Registration Form (shown when the forms list is empty).
Step 2: Configure your registration form
In the Form Designer > Settings tab, at a minimum we recommend that you:
- Fill in the required form Name and Registrant Type fields.
- Set the optional Capacity and Target fields so you can easily track registration progress.
- Adjust the Open/Close Date of your registration form.
NOTE: The Open/Close Date determines when your registration form will automatically open to accept registrations. Even after a form is published , it will remain closed and will not accept registrations until the date specified in the Open/Close Date setting is reached.
- In the Contact Email field, provide an event contact email where registrants should direct event-specific questions.
- Adjust the Send Notification setting to enable or disable sending notification emails when a registration is received. By default Event Owners, Event Admins, Registration Managers, and Budget Managers will receive these notifications.
Step 3: Setup registration fees (optional)
To charge a registration fee to attend your event, select the Form Designer > Fees tab and follow these instructions to set up registration fees.
NOTE: You'll need to configure the Payment Gateway by connecting your Stripe account.
Step 4: Create availability periods (optional)
If you wish to later assign Jobs & Tasks to specific types of registrants, you'll likely want to add Availability Periods to your registration form. Availability Periods allow you to collect detailed dates and times that a registrant will be available to attend your event.
Availability Periods can be a useful tool for scenarios like multi-day events, where your volunteers are not expected to commit to attending your entire event.
Step 5: Add fields to your form (optional)
You can add custom fields to your registration form to collect important information from registrants when they sign up for your event.
To add a field:
- In the Form Designer > Fields tab, open the + Fields setting tab
- To add a standard field, under Add custom fields click the button for the field type you wish to add. For example, click the "Text" button to add a standard field that will collect text from the registrant.
- To add a specialized (pre-configured) field, under Add specialized fields click the button for the field type you wish to add. For example, click the "T-Shirt" button to add a pre-configured field that will ask the registrant for their t-shirt size..
- new field added to a form and the Field Settings tab will become selected to allow the default settings for the new field to be modified.
- To collect additional registrant contact details (phone number, mobile phone number, and address) from the registrant's ClearEvent User Profile, choose "Add built-in registrant detail fields" and choose which standard user profile fields should be added to the registration form.
- When a new field is added to a form, the Field Settings tab will become selected to allow the default settings for the new field to be modified.
Preview your form:
To see how your registration form will appear to registrants, click the Preview button found in the Form Designer toolbar, or on the Publish tab. A new browser tab will open and display your form so you can test it out.
TIP: We recommend that you always preview your form before publishing it live.
Publish your form:
Once you have previewed and tested your registration form and are happy with it, it must be published before it can accept registrations. Publishing your registration form enables individuals to register for your event using the form. By default, your registration form will also be listed in your Event Portal Mobile Web App > Register page.
NOTE: Once a registration form is published, some editing restrictions will apply .
- The start/end date/time for any Availability Period on your form will become read-only. To change the start/end date/time, hide the old Availability Period and add a new one. To add new Availability Periods, you must first unpublish the form.
- To add, delete or edit registration fees, you'll must unpublish the form first.
- Renaming the Short Field Name (Id) property for a form field is no longer allowed.