Registration Form Setup

Registration Form Setup

Create Registration Form

As an event organizer, setting up multiple registration forms for an event is an essential part of the planning process. EventX 2.0 event management platform offers support for multiple registration forms setup, making it easier for organizers to manage attendees' data.

1. Customization: You can create separate forms for attendees, sponsors, and speakers. This customization helps to streamline the registration process and make it easier for attendees to sign up for the event.

2. Data Collection and Management: Each form can collect specific information about attendees, which can be used for different purposes. For instance, you can use data collected from sponsors to plan for future events or to personalize communication with them.

3. Improved Attendee Experience: Multiple registration forms help to improve the attendee experience by providing a tailored registration process. Attendees can quickly and easily register for the event, without having to go through irrelevant questions or sections. This helps to create a positive impression of the event, which can lead to repeat attendance in the future.

4. Better Marketing: You can use a registration form for sponsors to communicate sponsorship opportunities and benefits. This targeted approach is more effective than a general message and helps to increase attendance and sponsorship.

How to Set Up Multiple Registration Forms on EventX 2.0

1. Add a new form. There will be a default registration form that comes with each newly created event. To add a new form, go to Registration Form > Click "Create New Form" on the top right corner.

2. Name your registration form. The name will help you identify the forms for different channels sharing (e.g., attendee, sponsor, speaker).



3 Add questions. Customize the registration form by adding and removing questions.
  1. To add new custom fields, click "Manage Fields" > Click "Add New Field"
    1. For Single Choice, Multiple Choice and Dropdown question types, organizers can add the options in bulk by clicking on Bulk Add.



  2. Attendees can now fill in their first and last name separately when registering through the registration form. Please refer to this article for more information.
    1. For Traditional Chinese, Simplified Chinese, Korean & Japanese names, the order of the attendee name on the attendee list will be "Last Name + First Name".
    2. For English names, the order of the attendee name will be "First Name + Last Name". 
Note: Organizers can also mark a question as required by toggling on the "Required" toggle.



Once toggled on, there will be an asterisk symbol on the custom field as shown below. 


4. Rearrange the form fields. To do so, drag and drop the fields. 



5. Create the registration form. Click Create to save your registration form and repeat the process to create additional forms for different types of attendees.

 

Bulk Add Custom Field Options

Instead of manually adding the options to Single Choice, Multiple Choice and Dropdown question fields one by one, organizers can now add the options in bulk by clicking on Bulk Add.



Once you have input the first 2 options, enter the other options in the space provided. Please note to enter the each new option in a new line.



By clicking Confirm > Save, the options will be entered automatically.

File Upload


Maximum upload file size: 20 MB
File type: .jpg, .png, .pdf, .doc, .docx, .xls, .xlsx, .csv, .txt
Maximum upload: 10 files

Event Description 

You can configure the event description within each registration form to tailor content for different attendee groups.

This allows you to display customized event information based on the registration form used.

Common use cases include:

  • Providing exclusive information or agenda details for VIP attendees


  • Showing different messaging for partners, speakers, or general participants


The configured description will be displayed to attendees during the registration process, based on the form they access.

Note:
Event descriptions are form-specific. If multiple registration forms are used, each form can have its own description content.

Display Check-in QR Code After Successful Registration 

Organizers can allow the Check-in QR Code to be displayed on the landing page upon successful registration. This will simplify the on-site registration process as the attendees who registered on-site are able to check-in directly. 

To enable this feature, toggle on "Show Check-in QR Code Upon Registration Completion" in the registration form editor. 



Once toggled on, the attendee can view the check-in QR Code as shown below. 

Desktop view



Mobile view 


How to Track UTM Parameters in the Registration Form?

You can track the utm_source, utm_medium and utm_campaign by appending these parameters on the registration form URL as shown below. Only these 3 parameters are supported at this moment.
  1. https://demo.event.day/events/d9ea3137-0e36-4a25-935f-57a53ca6b31c?l?utm_source=new_lead&utm_campaign=Ad-01&utm_medium=email
Please refer to this article for more information on how to embed a UTM code to your registration form.

Logical Question In Registration Form

This powerful functionality allows you to create dynamic and personalized registration experiences for your event attendees. In this support article, we will explore the user value of this feature and provide step-by-step instructions on how to implement logical questions in your registration forms.

Personalized Registration Experience: With logical question support, you can tailor the registration process to each attendee's specific needs. By asking relevant questions based on previous responses, you can provide a personalized experience that feels customized to each individual. This level of customization enhances attendee satisfaction and engagement.

Streamlined Registration Process: Logical questions enable you to dynamically show or hide certain fields based on previous responses. This means that attendees will only see the questions that are relevant to them, eliminating unnecessary clutter and simplifying the registration process. By streamlining the form, you can reduce friction and increase completion rates.

Improved Data Accuracy: By asking logical questions, you can ensure that attendees provide accurate and relevant information. For example, if an attendee selects "Yes" for a specific option, you can automatically display follow-up questions related to that choice. This helps to gather precise data and eliminates the need for manual validation or clarification later on.

Two simple steps to configure the logical question in the registration form:

  • Step 1: Enable all the fields you need into the registration form 

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  • Step 2: Set up logical conditions

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Notes

  • The "Condition Setting" feature will be greyed out if no new custom fields are created or no suitable custom fields are turned on.
  • You can only select the custom fields as the "if" statement. Eg. single selection, multiple selections, dropdown selection
  • Organizers are not able to select "open ended" questions as the "if" statement. For example, Short Text, Long Text and Consent Text cannot be used as "if" statements.
  • You can select all the fields of the registration form field as the "then show" setting 
  • When you apply the field to the "Then Show" condition, this field will be by default hidden unless you select the corresponding option of the “equal to” condition, and if the compulsory question is hidden, it will not block the attendee registration. eg.
    • Q: "What do you want to eat for lunch?"
    • Option: "Meat", "Vegetable"
    • If: "What do you want to eat for lunch?"
    • equals to: "Meat",
    • then show: "What meat do you want?" (compulsory question)
    • in this case, the "What meat do you want?" question will be hidden from the registration form  after the condition is set unless the user selects "Meat"  of "What do you want to eat for lunch?"  if the user selects "Vegetable" then this question will be hidden and will not block the attendee registration
  • The same field can be applied repeatedly to the conditions

Assigning Different Tickets To Multiple Registration Forms

Organizers can now assign different tickets to different registration forms that are created. This is useful for cases where certain ticket types are dedicated to specific registrants. 

Remarks 

  1. This feature only applies to events created after 29/2/2024. 
  2. At least one ticket needs to be assigned to each registration form for it to be published. 
  3. If you would like to have a registration form without tickets, you may first add a ticket to the form and remove the ticket before sharing the form link. 

Steps To Set Up (For Organizer)

  1. Once you have created multiple registration forms and tickets, click on the edit icon to edit the registration form.



  2. Click Available Ticket > Select Tickets > Toggle ON the tickets needed > Click Close





  3. Click Save to save the changes.



  4. Publish the registration form so that it can be used. 



  5. To select the registration form that will be shown on the landing page, click on the dropdown menu highlighted below. 



  6. To share or copy the registration form link, click on the share icon. 



  7. To pre-apply a promo code to the registration form link, click on the dropdown menu highlighted below to select the promo code. Once the promo code is selected, you can copy the registration form link. 

    Note : The promo code will only be pre-applied for this specific link. This means that only the attendees who receive this link can view the pre-applied promo code. 





  8. To enable the registration form to pop-up automatically once the attendees click on the shared link, toggle on the highlighted toggle and copy the registration form link. 


How To Rearrange The Ticket Order

  1. Click on the edit icon to edit the registration form.

  2. Under Available Ticket, drag the highlighted icons to arrange the order of the tickets.



User Flow (For Attendee)

  1. Once you have received the registration or event link, you will be directed to the landing page to register. Click on Register.




  2. You will be able to see the tickets assigned to the registration form. There will be a section to input the promo code on the right. Click Next to proceed once the ticket selection is done.

Setting Ticket Purchase Limits Per Order

Organizers can set the minimum and maximum ticket purchase amount per order under Registration Form > Available Ticket.



If the number of tickets selected by an attendee exceeds the maximum limit, the following message will be shown. 


Unpublishing the registration form

If organizers would like to close the registration, the registration forms can be unpublished. To unpublish the registration form, simply toggle off the highlighted toggle below. 



Once the registration form is unpublished, it will be reflected in the areas below.
  1. On the portal page - The registration form will be marked as Unpublished



  2. On the event landing page - There will be a message that states that the registration is closed.

Remarks

  1. The RSVP attendees and special roles (host, speaker, booth exhibitor/representative) will still be able to register for the event even though the registration form has been unpublished. 

Embedded Widget

Under the Registration Form tab, click on the Embedded Widget icon and copy the HTML code. 





A preview of adding a registration widget on an event website.
NotesNotes for the Embeded Widget
  1. The colour and layout of the widget cannot be customized at the moment.
  2. The current registration flow cannot be revised (for example, users need to follow the order, select ticket > fill in registration form > review payment).
  3. User can adjust the widget size in HTML code
    <iframe width="900" height="500" src="https://spot.eventx.io/events/1d85b3e8-
    dda0-4f72-bc5d-5d92aaf032b5/widgets/registration?regForm=3051175d-ddf3-46a6-
    869b-db07120adbb5"></iframe>
  4. The widget language depends on the default language set up in the event setting.
  5. The mobile version is also available.
  6. Registration widget works best with registration form and/or ticketing enabled.
  7. You can specify the default lang code for the Embeded Widget
    1. <iframe width="900" height="500" src="https://spot.eventx.io/events/1d85b3e8-dda0-4f72-bc5d-5d92aaf032b5/widgets/registration?regForm=3051175d-ddf3-46a6-869b-db07120adbb5&lng=zh-HK"></iframe>
    2. Available Lang Code
      1. en (English)
      2. zh-HK (Traditional Chinese)
      3. zh-CN (Simplified Chinese)
      4. ko (Korean)
      5. ja (Japanese)
      6. vi (Vietnamese)
      7. es (Spanish)
      8. th (Thai)
      9. pt (Portuguese)
Click here to view a sample of Event Page that using Embeded Widget

Can I review my responses before submitting the form? 

Yes, attendees can now review all their responses before submitting the registration form. This includes the custom field and logical questions. 


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