Design the Event Attendance form
- Matt Kepple
The Event Attendance Form is the form that is loaded when someone clicks the Add Attendance and More button on an Event page.
It lets someone record attendance, observations and/or anything else you’d like to collect about the guests of that event.
What you’ll cover in this article
How it works
Each event category can have its own Event Attendance form
You can create as many event categories as you like - they’re a great way to distinguish between the different types of event you run e.g. 1:1 Appointments, Conferences, Group Workshops, etc
Each event category can use the same Event Attendance Form or they can use different ones - it's up to you - Create an Event Category
Event Attendance Forms are powered by Surveys
Surveys are the best way to capture ongoing information about someone over time - for example, attendance records and session notes.
You can create a new survey to use on your event category or you can use one of your existing surveys.
You might want to use different surveys if you need to collect different information based on the type of event - e.g.
for Conferences you might want to capture attendance only
for 1:1 Appointments you might want to capture attendance and Observations
for Group Workshops you might want to capture attendance, observations and the facilitator’s own reflections on the session as a whole
Each of those Event Attendance forms will be a different Survey - Creating & Editing Surveys
How to setup an Event Attendance Form
Start with a simple Event Attendance form
Follow the steps here: Get started with a simple Event Attendance form
If you find that a simple Event Attendance form doesn’t fulfil everything you’re looking for, read on to find out how to add additional custom fields to your Event Attendance form
How to set up a bespoke Event Attendance form with additional custom fields
Introduction and Stage 1
There are two stages to using an Event Attendance Form:
Create the survey that powers the Event Attendance Form
If you want the text, date, time or attachment fields in the survey to be completed for each guest (rather than once per event), turn on One Field Per Contact on the survey
Assign that survey to the Event Category as the Event Attendance Form for that Event Category (described below)
Stage 2: How to assign a survey to an Event Category
Select My Apps in the top menu
Scroll across to Event Categories and click it
You arrive on the Manage Event Categories page
Press the Edit Settings button for the Event Category you want to add an Attendance Form to
You arrive on the Edit Event Category page
Scroll down to Section 4 - Event Attendance Form
Open the dropdown list next to the field Which form do you want to use to record attendance?
It lists the Survey templates that exist within your organisation
Select the Survey template you want to use as the Event Attendance Form on this Event Category
Press Save
That’s it.
When you go to the Event page of an event created using this Event Category, you will see the Add your Post Event Update button
When pressed, it will load the survey you selected
