Composing the event registration form

In this first step we will be creating the form which will allow respondents to register. The module Forms is the part of Spotler where forms are created and saved. Go to Overview in the module Forms and click on the New Form button.

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A step-by-step process will be initiated to help you create a new form.

Form properties

The first step is to determine the properties of the new form.

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You can choose a name, description and form type. The name will only be visible to you and will be used for recognition by Spotler. In this case you should choose the form type Normal. The event registration data will be saved inside the form itself, instead of being saved in the Spotler database. In this way you can keep your database ‘clean’ when someone is only registering for a one-time event. The last two options in this screen can be used to determine who can fill in the form and if you would like to use anti-bot protection.

Who can fill in the form?
Sometimes it is desirable to add some limitations. This obviously depends on the goal and the target audience of the form. Is your action only meant for newsletter subscribers? Or should only invitees be able to fill in the form? Or is it a one-time offer that can only be used once? In that case choose the third option.

Force anti-bot protection
Forms are the way to contact an organization via the web. When using online forms, spam is one of the main annoyances. Consider this: your form is being filled in by a spam bot. This can lead to unnecessary emails and fake contacts in your contact list. Which is a shame because it influences your email statistics and your database will not remain ‘clean’ because of the unnecessary contacts. That is why Spotler adds spam bot protection to its forms and surveys. This feature is only available for dynamic forms and not for static forms.

After filling in all the fields, you can click the Save and continue button. This will take you to step 2 of the process.

Composing a form 

In step 2 choose the Edit option.

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The form editor opens full screen. This is where you can compose your form.

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You can simply drag and drop the available elements (such as styling rules, form fields and multiple-choice questions) to the canvas. Questions can be spread out throughout several pages and you can add advanced functions such as hiding/showing questions and adding a skip option.

For registration forms you should at the least use the following two functions:

  • Prefill form data
  • Event planner

 

Prefilling data 

On the right side of each question you will find a ‘link icon’ in the block bar. When you click on this icon, a pop-up will appear which will let you link the question to a specific database field in your Spotler account.

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In this way, Spotler can prefill in the respondent’s data that is already in the database. In addition, their responses will be saved within the contacts file.

Event Planner 

In the form settings you can limit the number of registrations or you can choose an end date. This is done by clicking on the Event planner tab.

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Additionally, you could edit the form Thank you text after the form is submitted.

More details on the Form editor can be found in the module Forms description. Are you satisfied with your results? Click to save your form and after that click Close editor. You will return to the first screen in step 2. Once more click on Save and continue. This will take you to step 3.

Processing Form Data 

In step 3 you can decide which (extra) data will be saved and/or will be sent to an external system.

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Saving data
Do you only want to save the form field data? Or would you like to save additional data such as name, email address and possibly the ID? When you select the last option, all data that is already in your Spotler account will be supplemented. This will be visible in the Excel sheet containing all responses.

Forwarding form data
In some cases, you would like to forward the data to an external system. For example, a lead management software. You can choose more specific settings in POST request Settings.  
Click on Finish and save after you have modified the settings. The form and all corresponding settings will be saved. 

Selecting follow-up emails

If you don’t have the module Campaigns at your disposal, a fourth step follows, which is selecting follow-up emails. During the registration process we would like the respondent to receive a confirmation email and that a notification is sent internally. These messages can be set up in the module Messages. In this guide we have done this in the third step, so for now we can skip step 4. If you have access to the module Campaigns you will not see this step in the module Forms and you will use the module Campaigns to create the message and notification. More on this subject can be read in the description of the module Campaigns.

Your form is now ready. Continue to the next step to add the form to a landing page.