Automation
Receiver
Forms
Landingpages
Statistics
Create and use event forms correctly
Event registrations can be easily handled with the eworx Marketing Suite form editor. With the numerous functions of the event forms, you have the possibility to design your registration form individually and extensively.
In this whitepaper, you will learn how to properly create and use an event form for your event.
How do I create an event form in eworx Marketing Suite?
There are two ways how you can create a new event form.
Under „events“ > „Event forms“ you have the possibility to create a new event form by clicking on the button „+ Create new event form“. Another option is available at the event dashboard of an existing event.
In both variants, you have the option to copy an existing form or create a new event form. After saving, additional tabs and selections will appear, allowing you to further edit the form.
All event forms can be found under „events“ > „Event forms“. There you also have the possibility to edit your existing event forms.
What settings can be set in the individual tabs of the event form?
What customizations are possible in the settings?
When you create a new form, the internal name must be defined. You can also enter internal notes in the „Description“ field. You also have the option to lock the form from a certain point in time. After this deactivation time, the text that you specify in the text field will appear when the form is called up. In the case of event forms, you also have the option of blocking only the registration and not the entire form. Furthermore, you can specify whether you want to deny subsequent data changes by the recipient and whether English system texts should also be displayed.
What customizations are possible in the „Content“ tab?
In the „Content“ tab, in addition to the „Recipient fields“, you have independent „Form fields“ available, which are not saved with the recipient data, but are only saved with the form for a better overview and can be exported.
Use „Recipient fields“ for data that is already stored with your recipients (e.g. ‚Last name‘ and ‚E-mail‘) or that you want to collect for further use (e.g. ‚Company‘).
For information that you only want to collect for the event (e.g. selection of lectures, menu selection etc.), create a „form field„.
A detailed description of how to customize the form can be found here.
What customizations are possible in the „Action“ tab?
In the „Action“ tab, under „Campaign when submitting form„, you can select the event-dependent email or SMS campaign that you want to send as confirmation of the registration. Here it is also possible to select a campaign from the „Newsletter archive„. For event forms, it is also possible to add the event form to a desired event.
Also you can set who should receive a „notification mail“ when new registrations arrive. If the contingent is full and you have activated the waiting list function (see below), the notification will contain the hint to the waiting list.
What customizations are possible in the „Use“ tab?
You can link the form in a newsletter and also embed it in a website. In the „Use“ tab, you will find various options on how to include the form on the website.
What do I have to consider when matching recipients?
In the „Data matching“ (found in the „Use“ tab – at the bottom of the page), the „Update existing recipient“ option must be used for events so that a recipient’s data is not overwritten if someone other than the original newsletter recipient signs up for the event in a newsletter via the event form.
What adjustments are possible in the „Registration“ tab?
In the „Registration“ tab, you can define the maximum number of participants allowed should your space allotment be limited. Likewise, you can set here whether a waiting list should be used and whether accompanying persons are admitted.
How can I integrate a waiting list?
With event forms, you have the option of deciding whether participants for whom there is currently no space available receive a cancellation or are placed on the waiting list.
When using the waiting list, you can automate the process with event-based campaigns and easily keep your prospects informed about their current status. Recipients will be notified when they are added to the waiting list or when the guest is manually added to the registrations or cancellations via the guest list.
If you do not want a waiting list, you can specify a text that will be displayed instead of the registration form when the event is fully booked.
What do I have to set if my guest wants to bring an accompanying person?
When registering, you can decide whether you want to allow accompanying persons and how many accompanying persons a person may bring. The maximum number of accompanying persons can be defined with a fixed value or by a recipient field. The recipient field must be of type „Number“ for this. Only when used in an e-mail campaign, the maximum number of companions is set to the value of the recipient field.
You can also define a label for a form field in order to be able to query the desired information of the accompanying persons (e.g. name of the accompanying person).
How can I integrate the „Accompanying person“ field in the form?
After you have set in the „Registration“ tab of the event form that an accompanying person should be allowed, you have the option in the „Content“ tab of the form to add the field for the query of the accompanying person. To do this, switch to the „Extras“ tab (star) to insert the „Accompanying person“ field. The label of the form field can be set in the „Registration“ tab.
Especially if space for your event is limited, it makes sense to give registered guests the opportunity to cancel their registration if they are unable to attend. This will free up seats for guests on the waiting list.
In the first section, you can define the text that is displayed when registrants click the cancellation link in a campaign. This specification is optional, as you do not necessarily have to use this link type.
You can also request additional information here. For example, a cancellation reason or whether the documents for the event should be sent anyway.
You can find out how to store the cancellation link in your campaign in the following whitepaper.
The second text field is mandatory. Here you define the confirmation text after a cancellation of the event. The specification of the text is necessary. This is because if a recipient is already registered for the event, when they click on the registration link again, they will receive the information that they are already registered and the option to unsubscribe from the event.
In the preview you can check how the „cancellation page text“ will be displayed to your recipients.
How can I test a form?
The easiest way is to call the form via the form or event dashboard. If a form has already been stored for your event, you will find an icon at the top right of the corresponding tile in the event dashboard to call up the event form. Clicking on this icon opens a window in the browser, which you can use to fill out the form, submit it and thus test the event registration.
Note: You cannot test the form in a test campaign, otherwise the „Preview recipient“ will be overwritten here.
How can I change the status of the event form and what influence does it have?
Edit the desired event form to change the status of the form. Then, in each tab at the top, next to the „Save“ and „Cancel“ buttons, you have the option to change the status between ‚Online‘ and ‚Archived‘.
Whether the status of the event form is set to ‚Online‘ or ‚Archived‘ has no effect on its use in the event. The status only affects the grouping in the list view.
What information do I get in the dashboard?
As in every tab, the form name and status are displayed at the top of the page.
On the dashboard of the event form you will find the form info where you can see if the form is locked and from when the form is locked. You can also see which user created the form, when the form was created and which language is stored. These settings can be edited at any time.
A preview of your form can also be found on the dashboard, which you can also open in a separate window. You can select the desktop or mobile format for the display directly on the dashboard as well as in your own preview window.
You can also see at a glance on the dashboard which actions have been defined for the form. You can choose between actions for recipients and actions for users. You can also see whether a success and error page has been configured.
Another tile on the dashboard shows whether the form is used in the newsletter and/or on the website. You can also see here which settings have been stored for data synchronization.
The „Statistics“ tile offers another interesting insight. Here you can see the form calls and cancellations. If the form was integrated on the website, you can see at a glance whether existing recipients and/or new recipients have registered.
