While selling tickets for an event, organizers collect contact details and additional information from participants. In the Create>Access section, there is a tab called Registration Forms, which allows you to create additional forms to collect information from your participants. Once the forms are created, you can link them to specific tickets in the Tickets tab. You can find information about adding tickets in the article Tickets.
This module can be an effective tool for collecting detailed information about your participants. In the form, you can ask about dietary preferences, t-shirt size, or what attractions of your event particularly interest a given participant. With this solution, you can be sure that you collect all the important information from the event organization's perspective in one place.
To create a new form, go to the Ticket Forms tab in the Create>Access section and click Create Form, add its name, and save:
You can add several types of fields to the form. Click the button Add field, and then choose the field you're interested in from the list:
After selecting the field type, a section with details to fill in will appear. Each of them contains three basic elements: Field type, ID, and Name.
Field type - specifies the type of field to be filled in that will be added to the form. You can use it to change the type of the field that was added. Descriptions of all available fields can be found further in this article.
ID - is the unique name of the selected field, visible only in the admin panel. You can change this name to make it correspond to the content being collected during the form creation process, e.g., for a text field, it could be position_name or company_name. ID cannot contain spaces. If another form already has a field that collects the same data, copy its identifier here. This way, data from both forms will appear in the same column during data export in the Participants section.
Name - this is the text visible to the user while filling out the form. This label content should be short and clear enough for the user to understand what data needs to be entered. For a CHECKBOX and INFORMATION field, the name will be the content to approve or informational content.
When creating each of the form fields, you can specify whether it will be required or optional to fill in. To change a required field to optional, slide the Required switch to the left. This allows ticket purchase without having to fill in the field marked this way:
When editing the form, you can choose to stop displaying a specific field to participants by toggling the Disabled switch.
Information like First Name, Last Name, and Email Address is systemically collected during the previous step of ticket purchase. For this reason, we recommend not asking for this information again in the form.
To download results from data collection forms during event registration, go to the MANAGE → TICKET STATISTICS tab, and then export the information by clicking the cloud icon with an arrow.
The first type of field that can be added to the form is TEXT. This is a simple field to fill out that collects short data in text form, such as a job title or company name:
Another field is the TEXT-AREA, which is used to collect longer pieces of text, such as a description of a job position, an answer to a contest question, or a participant's bio:
The PHONE_NUMBER field allows you to get a user's contact number, enabling communication between the organizer and participants of the event. It also makes it possible to share updates about unexpected changes during the event. When buying a ticket, the customer enters their phone number along with a prefix that can be selected from a list:
In the DROPDOWN field, you can add multiple options for participants to choose from, e.g., t-shirt size, dietary preferences or demographic data. Click the Add New Option button and add a predefined list of options to choose from:
There’s also the option to enable multiple selections, so the event participant can select more than one variant. If you want to add this option - slide the Multiple choice switch to the right:
NOTE!
Placeholder defines the text visible before the user selects an option. Add text here, for example, Choose from the list..., which will be shown before the ticket buyer expands the available list:
In the field Default option index you can pick an option that will be automatically selected when entering the form. Type manually or set it using the arrows on the right side of the field to choose which option will be selected. This feature allows you to suggest or preselect a commonly chosen option for the user to make filling out the form easier. In most cases, you should leave this field empty to allow participants full freedom in their selection:
An additional option is to allow the user to provide their own answer if none of the predefined values satisfy them. The dropdown displays an option other, which, when selected, will show an additional text field where the user can clarify their response:
The CHECKBOX field lets the user select or deselect an option. It is mostly used for expressing agreements, like an event's terms of service or consent for marketing activities.
NOTE!
In this type of field, you can only add one selectable option. If you want to include more than one checkbox in your form, you need to add additional fields of the same type from the dropdown menu Add field in the Ticket Forms module.
In the field Checkbox text, enter the text that will be displayed next to the checkbox. Here, you can add interactive text that redirects the user to a specified address, e.g., a PDF of terms and conditions. To add a link, insert {} and put the number inside the bracket, starting from 0. Then click the button Add new interactive text:
There are two fields:
Interactive Text: enter what should be displayed in the curly bracket field from the Selection Field Text.
Link: insert the link here, which the user will be redirected to after clicking on the highlighted text.
WARNING!
The number in the first added bracket must be 0. If you want to add more clickable texts, insert numbers in brackets sequentially 1, 2, 3,...:
If the added text is too long, you can use the text collapsing function. To do this, move the slider to the right Collapse text. In the field Button text enter, for example, "Read more," and in the field Collapsed text, what will appear after expanding the text. In the collapsed text, you can also include interactive text with a link to an external page, using curly brackets described above in the section Interactive text:
The COUNTRY field allows you to select a country from a dropdown list. It can be used to choose the participant's country of residence:
In the DATE field, the event participant can select a day from the calendar. For example, this could be their date of birth in events for adults or the date when they plan to arrive at a multi-day conference:
The RADIO field allows the user to select one option from the prepared choices. When one value is selected, the rest are automatically deselected.
Add any number of options using the Add New Option button and name them:
PRO TIP
You can use this field in your form for something like diet selection. For example, if your event includes catering for participants, the user filling out the form can select only one type of diet from the available options - selecting vegan will automatically deselect meat, and vice versa.
Field INFORMATION is meant for adding extra details for participants, like location information such as directions or parking availability. It can also include contact information for participants who wish to get in touch with the organizer in case of questions or concerns. You can provide a phone number or email address here.
In the field Name enter the appropriate text. You can also create interactive text here that links to the specified link. To do this, in the Name field, add a curly bracket with the corresponding number, starting with {0}. Then click on the Add new interactive text bar and fill out the available fields in the same way as for the CHECKBOX field:
If the content of the field is too long, you can use the text folding function by sliding the Collapse text slider to the right.
This field also allows you to add content formatted with HTML code. To do this, slide the Contains HTML code slider to the right, and then enter your pre-prepared code into the HTML Information field.
Every type of field in Tickets forms has an option for adding rules that determine the visibility of a specific field. This feature is used to decide whether the field will be shown to the participant when a specific piece of information is selected/entered in another field from Tickets forms.
To add a rule, click the Add Rule:
The button Includes / Does not include determines the behavior of the rules and the visibility of the fields. When the button Includes is selected, the rule will apply to all fields that have a set text value or information. On the other hand, the button Does not include works for all fields that do not have a set value.
WARNING!
The ability to add rules depends on the types of fields added earlier. For example, if the field NOT added to the form is the COUNTRY field, then it will not be possible to set the rule Field country that determines the visibility of the dependent field, which is the COUNTRY field. We recommend adding all fields to the form first, and setting visibility rules as the last step.
The first type of rule is Languages. On the Landing Page of the event, in the top right corner, you can select the site language from a dropdown list. The number of available languages depends on the number of language layers added in the admin panel. After selecting Contains and choosing English, the given field will only be visible to users who have selected the English version of the Landing Page:
EXAMPLE:
Add a field of type TEXT, where Name enter "How did you find out about this event in Poland?". Next, add a rule of type Languages, check the Contains button and select English. If a participant has the English version of the Landing Page set, this question will appear:
For the Polish version of the event Landing Page, this field is not visible:
Another rule is Text field value. In the field Texts to find that make the field visible (separate values with commas) enter a defined text value that will determine the operation of the rule. The dependent field of this rule is the TEXT or TEXT_AREA field. Pick one of these two options from the list, and in the next field, enter the text that will make the field visible:
EXAMPLE:
Add a field of type TEXT and in the Name field, enter "Provide the category of participation in the event (Participant/Speaker/Moderator):"
Next, add the field TEXT_AREA with the name "Enter the title and description of the lecture". Click Add rule. Choose a rule type Field text value and click Contains. In the Dependent field select the field of type TEXT added a moment ago, and in the next field enter "Presenter" and save the changes:
If the participant enters "Speaker" as the category while filling out the form, a field with information about the presentation topic will appear for completion:
If the person enters Participant or Moderator, this field will not be displayed.
Another rule is the Field Index. The dependent dropdown field in this case is the field DROPDOWN. Depending on the options added in the field DROPDOWN, the same values will be displayed in the dropdown list. The choice of option in the dropdown determines the visibility of the field where this rule was added:
EXAMPLE:
Add a field of type DROPDOWN. In the Name enter "What means of transport will you use to reach the event?". Then fill in the Placeholder and add Options:
In the next step, add the INFORMATION field, enter "Check the schedule of lines running for the event" in the Name section, and add Interactive text:
Add a rule and choose a rule of type Field index. Click on Contains and from the dropdown of dependent fields, select the previously added dropdown and a specific option. In this case, the option will be Bus:
RESULT: If a participant filling out the registration form chooses the bus as their mode of transport, they will see a message redirecting them to an external page with schedules for specific bus lines:
The rule Field is not empty applies to every field type, except the INFORMATION field. This rule works when one of the chosen fields is optional. If the user fills it in, another field will be displayed based on the defined rule. To do this, select from the dropdown list which field should control visibility:
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EXAMPLE:
Add a field of type TEXT, enter "Provide preferred meal type:" in the Name field. Mark this field as optional by sliding the Required toggle to the left:
Next, add a new text field and mark it as optional. Enter "Provide any potential food allergies" in the Name field. Click Add rule and choose a rule of type Field is not empty from the dropdown list. Set the previously added text field with the preferred meal type as the dependent field, and save the changes:
EFFECT: Thanks to this, when a participant registers for the event and enters their preferred meal type, another optional field for potential food allergies will appear:
The logical value of the field is a rule where the dependent field is CHECKBOX. The condition for this field to be visible is checking the checkbox True or False:
For example, add a field of type CHECKBOX with the text: I am interested in receiving a free album from the conference:
Next, add the field TEXT_AREA and in the name enter Enter the shipping address:. Add a rule of the type Field logical value, Visible for True and a dependent field of the previously added checkbox:
This way, on the event's Landing Page in the ticket forms, when the user checks the box to get a free conference album, a text field will appear for entering the shipping address:
The next rule is Field Country. Its dependent field is the COUNTRY field. Pick from the dropdown list of available countries for which the field should be visible or hidden. This field will only display for participants who select the specified country in the COUNTRY field:
EXAMPLE:
Add a field of type COUNTRY, and in Name enter "Place of residence":
Next, add the field TEXT, and in Name enter "Provide State." Click Add rule and select the rule Field country. As Dependent field choose the previously added field with place of residence. In the field Countries where the field will be visible, from the dropdown list of countries, select United States:
Thanks to this, a participant who selected United States as their place of residence will be asked to fill out the next field, which is to specify a particular State:
The last rule is Field date, and its dependent field is DATE. Choose a specific date, and then set the visibility of the given field for all the dates occurring before or after the selected date. If the question is only for adults, set the field visibility for all people whose birthdate is before the set threshold date. This way, the field won’t be visible for minors:
EXAMPLE:
Add a field of type DATE, and in the Name enter "Date of birth":
Then add a field of type CHECKBOX, and in the Checkbox text enter "Parental/guardian consent for participation in the event":
Click Add Rule and choose Field Date. Click the Before button, set the event date, and save changes:
Thanks to this, a minor filling out the registration form for the event will need to check a mandatory field that confirms parental or legal guardian consent for their participation in the event:
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