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One of the best ways to use forms is to register attendees for an event. In this article, we’ll walk through how the RSVP and Registration fields in Forms make event management easy.
Note: Registration elements are part of Forms Plus, an event-registration add-on available for Forms. Contact your Client Success Manager or email firstname.lastname@example.org to learn more about how to get started.
If you’re looking for a simple way to find out whether guests will attend your event, the RSVP field enables easy registration.
The RSVP field is pre-populated with “Yes,” “No,” and “Maybe” options. You can customize these options, if needed, and add the quantity that each selection represents. In addition, you can set a cap on how many tickets are available.
In the field settings, you can opt to allow an “Unlimited” quantity to be distributed, or you can select “Specific” to add a capacity limit. Enter a number in the Overall Capacity Limit field that appears.
Additionally, you can set a Per Submission Limit to control the quantity that can be registered at one time. In this way, you could sell tickets to 100 people for an event, but each submitter could only purchase 5 of those tickets. Find out more about how the capacity limits are enforced when users complete the form below.
In addition to counting tickets and limiting capacity, the Registration field allows you to collect information about attendees, create a roster, and monitor stats about how many people are signed up for your event. When you add a Registration field to your form, attendees can select the number of tickets they wish to obtain, then provide any additional information you want to collect.
Data Collection Type
There are two types of data that can be collected using the Registration field: Number and Attendee. If you already have all the information you need about the submitter, Number is a simple way to count how many people have signed up.
On the other hand, select the Attendee toggle to collect information for each ticket or item a user requests in the field. Similar to the Name field, the Attendee field has six elements that you can choose to display, including First Name, Last Name, Email, and three Custom elements. Select the checkboxes to include them in the form, then use the pencil icons to edit their options.
When Attendee data is collected, the Per Submission Limit is automatically capped at 25.
In addition to First Name, Last Name, and Email, you have three Custom elements to collect any data you need in a short answer or dropdown format. Select the edit pencil icon to customize the Sublabel and use the Text Field/Dropdown Field toggle to choose the type of field to create. Finally, edit the Results Label under Advanced Settings to customize what appears in the header row of the Submissions table.
Note: At least one element is required to collect Attendee data. If you would prefer not to enable any checkboxes, select the Number toggle instead.
When your registration form is activated and you start collecting responses, the registration data is available on the Submissions tab, as well as the dedicated Stats tab.
A form with registration fields will have a Roster toggle on the Submissions tab that specifically shows the Attendee data collected from a Registration field. While the Submissions toggle contains the rest of the data collected from the form, each row of the Roster table has the information about one attendee.
When you click on a row to view the Submission Details, you can also toggle between the Submission Information and Roster Information. This makes it easy to connect each attendee with the submission that secured their registration.
Select the “Edit Roster” button to change any of the information about the attendees in the submission. This action will be logged in the Roster Log section for the submission.
The Roster table and the Submissions table can be exported separately to a comma-separated format.
The Stats tab allows you to see at a glance how many people have registered, and how close you are to capacity. Each Registration and RSVP field is displayed here separately.
In this section, we’ll look at the registration form experience from the user’s perspective.
When a user fills out a form with a Registration field, they can reserve one or more tickets. If there are any capacity limits set on the field, they’ll see hint text informing them of the maximum number they can select.
As soon as the user clicks “Add Attendee,” the amount is reserved in the system, and a 15-minute timer begins on the form (shown at the bottom, next to the Submit button). This safeguard prevents someone else from buying the same tickets while the user is completing their form, or more tickets being sold than are available. If the user needs more than 15 minutes to complete the form, a warning will appear with the option to extend the timer.
Note: If there aren’t enough tickets available to reserve, the user will see a message to that effect. However, that does not always mean the tickets have been sold. If another user changes their ticket reservation, their form expires, or an admin deletes an existing submission, the amount will return to the available pool.
If the Registration field has “Attendee” data collection selected, the form will provide enough fields to complete each element for each attendee reserved. That is, if you’ve configured the field to collect First, Last, and Email, and the user enters “2,” two rows of First, Last, and Email fields will dynamically appear.
To delete an attendee, the user can click the trashcan icon next to the row. They can add more attendees individually with the “Add Attendee” button, which now appears at the bottom. These changes do not affect the quantity reserved for the duration of the timer.