Registration forms allows you to 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:
Attendees
Vendors or exhibitors
Volunteers or staff
Speakers
Media
VIPs
Sponsors
Competitors
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.
Customize your registration process by changing the Register Step Name to match your use. Such as: Application, Signup, Vote, etc.
To provide detailed instructions to the registrants helping them complete the form, you can include text in the Register Step Description. This will be displayed at the top of the Register Step page.
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.Set the Event Date. You can select the primary event date or click use custom event date to use a different Start/End date and time for this Registration form.
Set the Event Location. You can select the primary event location or click use custom event location to enter a different location and address for this form.
In the Contact Email field, provide an event contact email where registrants should direct event-specific questions.
Create a custom Confirmation Message in the Rich Text Editor field. This will be displayed on the submit confirmation page and sent by email to the registrant.
Decide which Approval Mode you want for this form. Automatic Approval are good for general registrant types which do not require validation. Manual Approval should be used when you want to review and approve registrant based on the information they have submitted such as vendor applications, members fee, etc.
When selecting Manual Approval:
Select between Charge registrant immediately or Charge registrant on approval under the Manual Approval Payment Mode.
Click on Edit Manual Approval/Decline Messages button to create customized messages that will be used when performing the registrant review. You can edit the message before sending to personalize it to the registrant.
Decide the path you want your registrant to follow after submitting their registration by selecting the appropriate Submit Action. You can Redirect to Event Portal or Redirect to a website (i.e. to your own website, another form, etc.)
Optional: You can add Additional Details to describe any terms & conditions, on-site check-in procedures, etc. by entering them in this field.
Optional: You can define a Refund Policy for a registration form a. It will display on the register page.
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: Setup Products (optional)
To add products to your registration form, select the Form Designer -> Products tab and follow these instructions to setup registration products.
Step 5: 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 6: Add fields to your form (optional)
You can add custom or specialized 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 Edit the fields displayed in the Registrant Details section (phone, alt email, address, etc.), click on that section on the Designer preview on the right. The Field Settings tab will display on the left where you can select what to display and hide. You can also change the Registrant Nomenclature.
To add a standard field, under Add custom fields click the button for the field type you wish to add. For example, click the "Textbox" button to add a standard field that will collect input 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.
The new field is added to a form and the Field Settings tab will become selected to allow the default settings for the new field to be modified.
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.
Use the Up and Down arrows at the top of the Field Settings tab to rearrange the order of the fields on the form.
Step 7: Enable Reminder for your form (optional)
You can enable a reminder to automatically be sent by email to your registrant for any registration form. To create a reminder ahead of time, go to the Reminder tab, click the checkbox besides Enable Reminder to open the Email Creator view.
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 before publishing your form.
TIP: We recommend that you always preview your form before publishing it live.
Publish your form:
Once you have reviewed and tested your registration form and are happy with it, it must be published before it can accept registrations.
Publishing your form enables registrants to register for your event using the form. By default, your registration form will also be listed on your Event Portal Mobile Web App > Register page.
NOTE: Once a registration form is published, a few 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 must first unpublish the form.
Renaming the Short Field Name (Id) property for a form field is no longer allowed.