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.
If a person is a member in two groups, and one group is given permission for the form, but the other group is not given permission, can the person access the form?
is there a way to test a form and payments with a test credit card number? I see in the classic version, there was a "test mode" does the new version have this option? I don't want to send an actual payment into the system but would like to do a full test of a new form, thanks!
Hi Andrea - The new platform does not have a test mode option. Test mode existed in Classic because a transaction fee of 1% + $0.70 applied to each form transaction with money associated, so test mode provided a way to avoid the transaction fee. The new platform's pricing model does not include transaction fees, so test mode isn't necessary. To test a form, you will want to set it to Published status, then choose Invoice Me as the payment option at the end of the form. Finally, Void the invoice generated to make sure it doesn't remain open and throw off your financial reporting. Hope that helps!
I created a new form, published it. Why doesn't it show on my Home Dashboard under the section "Upcoming Expected Event Attendance"?
Also why on the Forms page are the "Take This Form" and "Delete" options greyed out (not accessible) options for my new form?
Hi Clay - What shows up on the Home Dashboard under "Upcoming Expected Event Attendance" is controlled by the properties of the Event Section on your event form. I've included screenshot below showing what I mean. The next three upcoming events will display on the Admin Home.
In order for the "Take This Form" option to display from the Form List, you'll need to enable login under the Properties area of the login section. Without the Login section enabled, form submissions are anonymous, so they are not able to be taken by an Admin on the back end.
Lastly, the Delete option will display greyed out if the form already has at least one submission. Once someone has submitted a form, that form is not able to be deleted.
All the text in the "Label" fields in the registration section of a form show up in the individual's "Submission" record, which is confusing when looking at the registration record. Is there a way to turn that off so it doesn't show up with the Submission record. (If not that would be a good feature to add).
Hi Helen - It's not currently possible to remove those labels from the form submission. It does sound like a good candidate for an enhancement, though, so please send a summary of the request and a screenshot if you can to firstname.lastname@example.org. Let the Help Team know the request is for an enhancement, and they'll pass it along to the Product Team.
I've created an event which allows attendees to register guests, however, when I test the form, the cost for the guests is not being added into the total due. Cost is $75 per person, and attendee can bring additional guests for $75 each. Please advise how to set that up.
Marci - I went ahead and opened you up a ticket with the Help Team so that they can take a look at the specifics of what you're trying to do. You should have received an email about that a minute or two ago - feel free to reply with additional details on which form you're working on.
Above in the discount code section it says:
But then there's nothing else. Am I missing something?
I'm having trouble with pricing and logic fields on one of our forms (2016-akota-fall-conference-non-member-registration2)
We have separate pricing for Non-Member attendees and Non-Member Student Attendees. I've tried to combine these into 1 form but I have been unsuccessful with the logic fields. When I select certain logic fields it automatically selects or deselects the logic field of a similiar form field.
The only other way around this is to create another 3rd form - right now I have Members & Non-Members, would I need to add "Student Non-Members" as well?
Hi Julie - Since this question is specific to your organization, it will be best addressed by the Help Team. I went ahead and opened a ticket with your question, so you should hear back shortly!
I am getting the following error with a link to a form: ASA users are not allowed to view forms directly. To view the form, login as a non-ASA user whose group has permission to view this form.
How do I fix it?
Hi Emily - First, it looks like you're using the Classic platform, and this article is about the new MemberClicks platform. In Classic, ASA users are not able to test forms while logged in as an ASA. This article and this video will walk you through how to test a form in Classic.
Can we create event forms that allow members to register themselves, non-member guests and other "member" guests by name?
Our membership is made up of many couples, their children are also members. When registering for events, if the registrant selects multiple tickets - only the registrant is listed and counted on the event registrant list - this prevents visibility to the names of those that will be attending the event, and makes it quite difficult to determine the number of attendees for an event - as only the number of registrants is reported. This also impacts our ability to prepare meeting name tags, create seating charts, event badges, etc.
Is there a form option/element that allows a member taking the form to also register a fellow member? I'm searching for an option similar to the "register a guest" button or any available workaround for this scenario.
Thanks in advance for your help!
Hi Joe - At this time, it isn't possible to allow a member to register another member guest by name unless you're using the organization/linked set up. That set up is useful if you have an organization who pays dues on behalf of multiple individuals. Feel free to submit product feedback about this functionality and how you would like for it to work by sending an email to email@example.com.
I've read through this and the comments and I think I still need to ask you this: I have some events that are free for people who have registered, but we would charge for, say, lunch if they were to bring a guest to lunch. Is there a way to charge for guests for an event that is free for other registrants?
Also, I'm trying to figure out the logic of the guest registration. Does it mean Joan Smith can register herself and also her son Jeff on the same form, and sign Jeff up for just some events? Or is it one person per registration form so you select register guest and then do the whole thing for the guest? If that's the case, the pricing would all be the same, correct?
Kinsey, what is the logic of having more than one event section?
I'm thinking I'd like an event section for each day (we have a five-day conference) -- but not if they have to fill out their name for each event.
Hi Chris -
For your first post: The only way to charge a guest for an event that is free for other registrants is to add an optional pricing field (I would recommend a checkbox) to the form and ask guests to check it when they're registering. You might label it something like 'guest registration fee'. If you make the field required, every person who takes the form will have to select it, so it's important to make it optional.
If a member taking the form clicks Register Guest, they'll see the event section once for themselves and once for each guest they register.
For your second post: I wouldn't recommend using a separate event section for a multi-day event. The only time we see forms with multiple event sections is if a member can register for multiple (separate) events within one form. For example, if you have a monthly happy hour, you might build one form for the 2017 happy hours using a separate event section per month. That way, a person could register for one, a few, or all of the monthly events and receive one invoice. As an Admin, you could view registrants for just the January event, just the February, etc. if you used multiple event sections.
Thanks Kinsey, this is really helpful. One followup question on the first part: If I include a question: will you be bringing a guest? then couldn't I use field logic so only those who answer yes to the guest question will see the guest payment question? AND...can I then make the guest payment question mandatory because it will only apply to those who answer yes to bringing a guest?
Chris - Yes, you could use field logic to ask if they're bringing a guest and then make a guest payment question mandatory. If you go this route, you'll want to leave the Guest option OFF in the properties of the Event Section.
I have an event form that has registration for the conference and then has 6 pre-conference workshops that are separate pricing from the main registration. I have an attendee that registered for 1 pre-conference workshop and paid for that and the main registration but now would like to change what she selected for her pre-conference workshop to a different one. How do I do that with out paying anything else?
Hi Denise - This is a pretty specific situation, so I would recommend reaching out to the Help Team with the details including the form's name and the attendee's info so that they can look into the specifics and provide the most effective instructions. You can email them at firstname.lastname@example.org, or give them a call at 404-879-2800.
When a members registers a guest, does the guest receive a copy of the registration confirmation?
Curt - Guests do not receive a confirmation email when registered for an event – the form taker receives the confirmation email. If you'd like to submit product feedback about this functionality, please use this link. We would love to hear from you!
Hello, we are using a deposit (partial pay option) and also use optional event fees (for receptions, etc.) for our conference registration. If a member opts for the deposit (partial pay) option, we will invoice them later for the full amount. However, once a user submits the registration form, will they be able to update their registration by adding an optional event fee at a later date?
Hey Lisa! If a user needs to make edits to their submission after-the-fact, they'll need to reach out to an administrator, as edits to a submission can only be done on the back-end. An Admin can add the optional event fee from the back-end. I hope that helps clarify!
How do you cancel and refund a person's registration?
Hello Denise! To cancel a registration, you'll edit the user's Submission and click on "Cancel Registration". You can then refund in the resulting pop-up window and create a Credit Memo. If you have any trouble, shoot us a line at email@example.com
Hello, Do you have any suggestions for handling onsite registration through MemberClicks? In our experience, requiring users to login to access the form typically leads to a bottleneck at the registration desk due to members not knowing their login information (aka they have to reset thier password/reset thier username which takes time and isn't very efficient when they are trying to rush off to a session.). We want members to be able to complete an abbreviated registration form (which includes a membership component), accept payment and move through the registration process in a quick and easy manner. Any help you can provide would be great! Thanks so much!
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