Creating forms

In this article, you will learn how to include your contact information in the forms, how to create additional questions, and what other settings are available to you.

Before adding contact fields or additional questions to your form, first open your form settings by clicking on the gear icon in the top right corner and define the basis for your forms as described in this article.

Define contact information

Inserting and deleting contact fields

To add the contact fields you created in the "Contacts" section to your form, first click on the "Add item" button at the bottom right of the "Personal information" section and select the "Contact information" section in the window that opens.

You will now see a list of all contact fields that have not yet been added to the form. To add one of the fields to the form structure, simply click on it. The field will now be inserted at the bottom of the form.

The inserted contact fields are displayed in the structure with this symbol .

If you want to delete a contact field that has already been saved, select it and click on the trash can icon in the upper right corner of the field.

Save the changes using the "Save changes" button.

Move contact fields

If you want to change the order of the fields, simply move your cursor over the desired field and move it by dragging and dropping it over this icon on the right-hand side and moving it to the desired position.

Click on "Save changes" to save your adjustments.

Contact field settings

To open the editing mode for a contact field, click on the field.

In the drop-down menu "Is this field required?’, you can define whether the contact field is "Required", i.e. a mandatory field in the participant's registration, whether it is “Optional” or merely "read only".

In addition, you also have the option of using the "Advanced" button to set conditions that must be included in the participants' answers. This function is available to you if your contact information fields have been assigned the answer type "Short text" or "Long text".

To do this, first click on the ‘Advanced’ button and select one of the options "Answer must contain", "String contains one of" or "Allowed e-mail domains" from the "Operator" drop-down menu.

Once you have selected one or more conditions, you can enter your values in the "Parameter" field. Here, you can enter a comma-separated list of values.

If you want to remove one of the conditions, you can hover your mouse pointer over it and then delete it using the trash can icon.

In the "Logic combination" section, you can finally specify whether all “Parameter” must be met by selecting "Both (AND)" or whether only one of them must be met by selecting "Any (OR)".

If the participant does not meet the specified parameters, they cannot submit the registration form.

In this section, we explain the settings behind "Display conditions".

Additional questions and subquestions

The additional questions are divided into main questions and subquestions. Main questions are marked with this symbol , while subquestions are marked with this icon . This is shown as follows in the form.

Create additional question

To create an additional question, click on "Add item" at the bottom left of your form, select "Question" and click on "New question". Next, the editing mask for the new question will open in the structure.

Now define your question. In the "Answer type" field, you can specify how your question should be answered. You can choose between the following types:

• Short text: the participant has the option of entering a short answer.
• Long text: the participant has the option of answering in a longer text.
• Phone number: Validates the phone number entered. This answer option includes a drop-down menu with the country code.
• Single-select: the participant can select one of the predefined answers.
• Multi-select: the participant can select several of the predefined answers.

In the drop-down menu "Is this field required?", you can define whether the contact field is "Required", i.e. a mandatory field in the participant's registration, whether it is “Optional” or simply "Read only".

In the next step, enter your question under "Title".

In addition, you can add a "Text description" to your question to provide participants with further information. 

• To add links, please highlight the relevant word or text area that you want to link and then click on this symbol.
• To add a PDF, also highlight a word and then click on this symbol. Then select a file from your file manager and insert it. Make sure you give the document a unique title.

If you have chosen the "Single-select" or "Multi-select" types for your question, you can now define the corresponding answers. There is no limit to the number of answers you can provide.

Create multilingual questions

If you have more than one event language stored in your "Event Settings", you must ensure that all questions, subquestions, description texts and answer options are stored in all languages.

The language assistant, which you can recognise by this symbol , will help you with this. 

Use the language switcher at the top right next to the gear icon to switch between your event languages. Once you have filled in all the fields that are already complete in one language in all other languages, the colour of the multilingualism icon displayed next to the language switcher will change from red to green. This allows you to check whether you have really entered all content in all languages.

Answer limitations

In addition to the text of the answer, you can also define the "Limit" of the answer in the field of the same name. This allows you to specify how often this answer can be selected and also provides an overview of how often it has already been clicked.

Use the "Limits visible" toggle to determine whether the limit is displayed to participants on the website (slider to the right = limit is displayed, slider to the left = limit is not displayed).

Answer actions

If you want participants to be automatically assigned to one or more groups after selecting an answer, hover your mouse pointer over an answer and click on the "Add action" button. The "Add to group" option is already preselected in the drop-down menu under Action. Now select your previously defined group from the drop-down menu under "Add to group".

Create subquestions

evenito allows you to create registration forms of varying complexity. If you want participants to only see the questions that are relevant to them, or if you want additional questions to appear in the registration form only after they have selected a specific answer, you can use the subquestion function.

To do this, first create a question with the answer type "Single-Select" or "Multi-Select" and set up this question as described in this section.

In our example, the question is "How would you like to participate in the event?" and the participant can choose between "In person" and "virtually".

If the participant answers the question with "In person", we want to ask them another question that should not be displayed after the answer "virtually".

To create the subquestion, hover over the answer and click on "Add subquestion". You then have the option of creating a "New subquestion" or using a question that has already been created for this purpose. If you use a question that has already been created, your action is complete once you click on this question. If, on the other hand, you decide to create a "New subquestion" and click on this option, a new question will open at the bottom of the form. Set up this question as described in this section.

With this subquestion, you now have the option of creating one or more subquestions for each answer. To do this, proceed as described in the previous example.

Complete your editing by clicking on "Save changes".

Conditions

You can use the "Display condition" button to assign conditions to both your questions and your contact fields.

When you click on the button, you have two different options.

You can use the "Groups" drop-down menu to set the form for specific groups.

To do this, select the desired group(s) in the "Groups" drop-down menu by clicking the checkbox(es) and confirm your selection with "Save changes". In the overview, the questions are now tagged with the assigned group.

This allows you to customise your general "basic" form for all groups to suit specific groups.

You also have the option of assigning your question to another question or the answer options for another question using the "Question" drop-down menu. If you have already created a subquestion as described in this section, this question already has the corresponding "conditions" stored.

If you click on the "Question" drop-down menu, the questions already used in this form will be listed. Simply click on them to use them for the condition. In the second step, you can then use the "Answer" drop-down menu to determine the answer and select one or more answers under which the question should be placed. In our example, the question will now open for the participant if they have answered the question "How would you like to participate in the event" with "In person".

The "Logic combination" dropdown menu is also displayed if a group has been stored in the “Groups” dropdown for a question and an "Additional question" with a corresponding "Answer" has been set. You can now choose between two options here:

Complete your editing by clicking on "Save changes".

Edit, move and delete additional questions

If you want to edit the additional question at a later date or customise a reused question, simply click on it to access the editing screen. You can then make adjustments.

If you want to change the order of your questions, simply move your cursor over the desired question and move it by dragging and dropping it over this icon  on the right-hand side and moving it to the desired position.

To delete an additional question, click on it to open the question's editing screen. Then click on the trash can icon  in the top right corner and confirm the action by clicking on the "Delete" button in the window that opens.

Copy additional question

If you need to ask a question multiple times in your registration form, you can copy the question you have already created. To do this, click on the copy icon  next to the relevant question, which is displayed when you hover your mouse pointer over the question or in the edit mask for your question. Your original question will be closed and your copied question will open directly below it.

You also have the option of setting separate limits again by overwriting the copied limits according to your new answer options.

View on the website

The form on your event website displays the contact information and questions in the order you have defined. The additional questions are only displayed if the specified conditions have already been met.

Back office view:

Website view: