Registration forms allow individuals wishing to attend your event to register and provide additional details to the event. For example, registration forms may also collect a registrant's topic of interest, t-shirt size, dietary requirements, or other details your event feels are important to understand.
- It's good practice to keep your form as short as possible. The longer you make your form, the more likely it is that some people will not complete the form, lowering your registrations. Less than two pages are better and about a page or less in length is the best.
- Before publishing your registration form, share it with friends or colleagues. Gather their thoughts and impressions to improve the registration experience you have created!
Types of Form Fields
You can add the following fields to your forms:
- Text - Displays a text input field to the registrant.
- Checkbox - Displays a checkbox field to the registrant.
- List - Displays a multiple choice list field to the registrant.
- Date/Time - Displays a date/time picker field to the registrant.
- File - Displays a file upload field allowing the registrant to upload a file.
- Birth Date - Displays a pre-configured Date/Time field intended to collect the registrants birth date.
- Dietary - Displays a pre-configured, single-select List field containing common dietary requirement options to the registrant.
- Office Use - Adds a pre-configued, hidden Text field that is not visible to the registrant. This field can be used by Event Managers to record additional private details for a registration, or to support additional registration workflows.
- T-Shirt - Displays a pre-configured single-select List field containing common t-shirt sizes to the registrant.
How to add fields to your form
- Go to the Registration section > Forms tab.
- Add a new form, or Edit an existing form.
- In the Form Designer > Fields tab > + Fields tab, click button for the desired field you wish to add.
- A new field will be added to the registration form and the Field Settings tab will become active to allow you to configure the new field as required.
Field Settings tab (all fields)
Each field type has a series of settings that control how the field behaves, when it is shown on the form and how it looks.
To view settings for a field, select the field from the Designer area (right pane). The left pane will switch to show the Field Settings tab.
The following descriptions cover the controls generally found on each Field Settings tab - i.e. the General, Validation and Display settings for each field type. Some field types have specific settings that are particular to that field type.
After a field is added, you can edit the settings for the field. You can configure the settings to ensure the field looks and behaves the way you want it to.
For example, the Field Settings tab for a new text field will look like this:
- Short Field Name (Id) - This is the name that will be given to information entered in this field. When exporting registration data, the Short Field Name (Id) value is used as the column heading, so it's best to keep it as short as possible.
- Label - This is the label text that will be displayed above the field instruct registrants what information should be entered into the field. It defaults to New Text Field. Depending on it's purpose, you should provide a meaningful label like "Past Experience", or "Company Name".
Tip: We recommend keeping the label short so it's easy for registrants to read. For example, "Past Experience" is better than "Tell us about any past experience you have?". If you need to show more instructions, the Input Hint field is a good place to put it.
- Input Hint - Sometimes registrants will need a little help to know what to enter in each field. Use the Input Hint setting to give guidance to your registrants or provide helpful examples. The input hint you enter will be displayed under the input field.
- Hover Tooltip - This is another way to help your registrants know what to enter and helps your forms look professional. If provided, the text you enter in this setting will be shown as a tooltip whenever the registrants hovers their mouse over the field.
Tip: You shouldn't rely on Hover Tooltips to communicate important information to your registrants. Tooltip are not always obvious and are easy to miss. They may also be hard to see or access on touch-only devices or mobile phones. Tooltips are best used to communicate simple, short instructions for filling out the field. For example, "Please select a t-shirt size".
- Link - Use this field when you need to display a link for a particular field to a web page or file. By default, when you supply a valid Link setting for a field, a clickable "More info" link will appear below the question on the form. Registrants can click the "More info" link and it will open it in a new browser tab.
Here are a few things you can use the Link field for:
- Allow your registrants to download a form or PDF file with additional details, or that needs to be filled out and submitted along with their registration.
- Link to a detailed waiver that your registrant need to sign.
- Link to another website with more information than you can fit on your form.
- Link to a Refund Policy or Terms & Conditions page on your main website.
- Link Text - You can change the default "More info" link text to something more meaningful by supplying a value for the Link Text field. For example, "Download Template", "Get the form", etc.
The validation settings for a field control what validation checks are performed and what input will be accepted by your registration form. Validation settings will appear like this:
- Require field? - Checking this item makes the field required. You'll want to make a field required if you expect your participant to provide an answer. It's good practice to keep the number of required fields to a minimum to help improve registration conversion.
TIP: When making a field required, make sure the registrant can easily understand and answer the question. For example, if you require the registrant to provide a link to their Linked-In profile, registrants that do not have a Linked-In profile will be blocked from registering.
- Validate field? - Checking the validate checkbox allows you to specify a minimum and/or a maximum number of characters that registrants can enter. You may also add a message that will be displayed when the user enters too many or too few characters based on the minimum and maximum you have specified.
The Display settings control how and when the field is displayed on your form. The Display settings for text fields look like this:
- Field Size - Controls the width of the text field.
- Lines to show - Controls how many lines deep the text field is.
- Field Visibility - Allows you to control when or if your text field appears on the form.
- Always Display Field - Text field is always displayed.
- Display between - Ensure the field will only be shown on the form between the dates you specify.
- Never display field (hidden) - Select this option if you want your field to be hidden and only available for admin-entered information.
The text field is for gathering free-form text responses from your registrants.
See the Field Settings section above for more details on adjusting settings for text fields.
Checkbox fields are for entries on your form that have just two answers. Use a Checkbox to ask a Yes/No question for example.
In addition to the normal settings for each field, checkboxe fields also have the following settings:
- Checked by default? - When checked, this allows you to set the box to checked on the form, leaving it up to your registrants to uncheck the box when they answer, rather than check it. This is useful when you expect the most common response to the question to be "checked".
- Checked value - Specify what the checked response means. This value will appear in tables of registration information wherever a registrant checked the box for that item. For example, if the question with the checkbox is "Do you have first aid training?" a checked box would mean "Yes" so enter "Yes" in the checked value field.
List fields allow you to add a multi-choice question to your form. There are two types of list - checkboxes and radio buttons. A list of checkboxes can have multiple selections while a radio button list can only have one selection. In the image below, the yellow highlighted section shows the settings that are specific to List fields including the "Enable Multiple Selections?" control that allows you to switch between checkboxes and radio button formats.
The Options setting under the General settings for lists allows you to enter the text for each item in your list and what that item means when selected. It also allows you to add additional items to your list.
If multiple selections are enabled for your list, the validation settings include controls for minimum and maximum numbers of selections., This is helpful when you want to limit how many selections your registrants select.
This field allows you to collect date and time responses from your registrants. The field appears on the form as a date/time picker.
In addition to the standard settings, there are a few specific settings to be aware of.
- General - Date Input Mode - Controls to select between Date only, Time only and Date and Time modes of entry. Date only will only allow date entries and Time only will only allow time entries. Date and Time accept both.
- General - Date Default Mode - Controls the value that appears in the field when the form loads.
- Validation - Controls for specifying a minimum and maximum date for acceptable responses.
- Display - No specific controls for this field
This is a special field to enable your registrant to attach (upload) a file with their registration. Once the registration is completed, the uploaded file(s) will be available in the Participant Details section.
IMPORTANT: Use the File field with caution.
File fields are incredibly helpful but can be a source of frustration if many files must be uploaded, or if the person filling out your registration form is not aware that uploading specific files is essential for completing their registration. Make sure your registrants are prepared with the information they need by including the list of necessary files and information adjacent to each link to your registration form.
Try to minimize the number of file uploads on your form. Requiring more than a few file attachments may cause frustration for some registrants. In some cases, it may be possible to utilize a Checkbox or other form field to collect the information your event needs.
Depending on the typical computer skill level of your registrants, some may find it difficult to scan a document and attach it to their registration. It may be helpful to provide suggestions to your users about how and where they can make digital copies of the documents you need.
Lastly, be aware that users with slow Internet connections will experience longer upload times when submitting their registration which may also lead to frustration. If your form requires multiple uploaded files, it's good practice to let your users know to complete your form on a device with a fast internet connection.
When to use a File field
There are many scenarios where using a File field is useful. Here are some examples of files that may be needed by your event:
- Headshots or photos provided by speakers, presenters or entertainers.
- A sponsor logo file.
- A copy of a physically signed waiver or document.
- A copy of an insurance certificate.
- Proof of certification (e.g first-aid, drivers license, etc).
When NOT to use a File field
The File field is a powerful registration feature, however, other approaches may be acceptable to your event that don't require that a file be uploaded as part of a registration:
- Rather than collecting an uploaded document containing a signature, consider using a Text field and Checkbox field on your registration form to collect and electronic signature which can relate to acceptance, agreement, acknowledgement, waiver or other key term or condition for your event. The settings for the Checkbox field include a URL which can be used to direct the user to more information if needed.
Electronic Signature Example:
File field restrictions
The File field uploads one file per field. If you need more than one file to be attached, add additional File fields as needed. Note that the total amount of data for all attached files cannot exceed 30 Mb.
Users with slow internet connections will almost certainly struggle to upload large files so it's best to keep the number of File fields to a minimum.
Files attached to a registration can be downloaded by opening the Registration section > Registrants tab > editing a registrant, and then clicking on the View File or Download File link as follows:
Alternately, you can use the Worksheet view in the Registration section > Worksheet tab to view or download any file attachment:
Tip: Make sure to keep your computer anti-virus software up to date as uploaded files like Word and Excel documents received from registrants may contain viruses.
File Field Settings
- General - File Type allows you to limit the type of file your participant can upload. Choose between Document (csv, doc, docx, pdf, pptx, txt,xls, xlsx) and Image files (bmp, gif,jpg, png).
- Validation - No specific controls for this field.
- Display - No specific controls for this field.