Forms settings and structure

In this article, you will learn which settings you can configure in the forms, how the structure is composed, and how you can set up system notifications.

Open “Guest Management” in your navigation bar and click on "Forms" to edit or create your forms. If the forms are not yet displayed, you must first activate them in “Modules.”

RSVP Settings

To access the form settings, click on the gear wheel icon in the upper right corner.

Timeframes

At the top left, you will find an overview of the timeframes set up in the “Event settings” menu.

If you want to adjust or remove the period of availability of the published registration form, you can jump directly to editing the timeframes using the button . To adjust the registration period, please proceed as described in this article.

System notifications

Below the timeframes, you can define individual texts for the various notifications that can be displayed during the registration/decline process.

• “System notification: Registration Accepted”: This message is displayed to the participant as soon as they have successfully completed their registration.
• “System notification: Registration Declined”: This message is displayed when the participant has clicked on the decline button.
• Limit reached: This message is displayed as soon as the maximum number of participants defined by you in the event has been reached.
• “System notification: Start of registration”: This message is displayed before the official start of the registration period you have defined. The placeholder [[date]] automatically displays the date stored in the “Start” field in your time periods.
• “System notification: Registration ended”: Define the text that should be displayed after the official end of the registration period you have defined. The placeholder [[date]] automatically displays the date stored in the “End” field in your time periods.

Modules

On the right side, in the settings area, you will see the modules that you can activate for the forms.

• Event registration type: Use the “Activate private event” switch to define whether your event is private or public. In the case of an open event, any contact who opens the website can register. In the case of a private/closed event, only those contacts who have been created in evenito and assigned a token or who have a group token can register.

• Activate the switch behind “Allow token input” to enable your participants to enter their personal token or group token even at a public event. This allows you to offer these individual participants or groups additional convenience (since they do not have to fill in the existing data themselves, for example) and at the same time request additional data that should not be displayed in the public form.

  Please note:

  In order for the “Allow token input” switch to be displayed, the “Activate private event” switch must be turned off.

• By activating the “Welcome box,” you can leave a personalized greeting for your guests. The structure of the welcome box varies depending on whether your event is public or private:

  • At a private event where a token is required, the decline button is displayed next to the login button.
  • For events where the registration form is publicly accessible on your website, the decline button is not required.

  Further information

  At a public event, only the registration button appears to interested parties at first. The logic behind this is that a prospective participant who clicks on the link for a publicly accessible event to obtain further information but then decides not to attend the event will not enter all their data in the registration form and click on “Decline.” In other words, only a participant who is genuinely interested in the event will click on “Register” and enter their data.

• Activate the “Enable companion form” switch to create a separate form for accompanying persons. Further information on the form for companions can be found here.
• By selecting the “Enable decline form” button, you can set up a separate form that the contact must fill out in order to cancel their registration for your event. Further information about the cancellation form can be found here.

Structure of the “Forms”

The view of the “Forms” page depends on the modules you have activated in the form settings.

• “Groups” dropdown: If you have set up your forms for specific groups, you can use the group dropdown to select a specific group, for example, to check the form view for that specific group.
• “System information: Enter token”: Define the individual text for entering the token (only for private/closed events).
• “Welcome box”: Define a custom greeting for your guests.
• “Personal information”: Define the contact information to be requested and create additional questions.
• “Personal information companions”: Define the contact information to be requested and create additional questions for possible companions of your contacts. Further information on the companion form can be found here.
• “Decline form”: Define the contact information to be requested and create additional questions that your contact must fill out in order to unsubscribe from your event. Further information on the unsubscribe form can be found here.

Buttons in the "Forms"

You can individually name the buttons that are displayed in the respective area of the form structure. For example, the logout and login buttons are displayed below the "Welcome Box".

By clicking on one of the two buttons, you can edit the name:

On the left side, you can customise the label of the "Decline" button, while on the right side, you can edit the label of the "Register" button.