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Customizable Event Form Setup

The event request forms your organization uses can be customized according to what each site needs.

Watch the video tutorial

 

To access the Event Request Forms page:

  1. Log on to the Event Manager application.
  2. Navigate to Dashboard > Settings.
  3. On the Advanced Settings tile, click the Event Request Forms option.

Creating an Event Form

  1. Click on the Create a Form button.
  2. Choose from one of the following options:
    • Create New: Create a brand new event form from scratch.
    • Copy From Existing: Use an existing event form as a starting point and make any changes needed before saving.
  3. Enter a name for the event form, then click Get Started.

 

Form Settings

  1. Click on the Form Settings button to make customizations to the Form Header, Thank You Message, Pending Event settings, and Logo for this event form.
  2. In the Logo section:
    1. Optionally, select the Use Site's Default Logo check box to display the default logo on the event form.

      2. NOTE  Selecting this check box disables all other available options for uploading a logo.

    2. To insert a logo from a URL, enter the path in the Paste URL here text box and click the icon on the right.
    3. To insert the logo from the media library, click Choose From Library and select the file.
    4. To manually upload a file that is on your machine, click the Upload button and select the file.

      5. NOTE  The acceptable file types are .png, .jpeg, and .svg. The maximum file size can be 10MB.

  3. In the Form Header section text box, enter the text for the Event Request form header. After making the changes, click Save. Drag the three lines on the bottom right of the text box to increase the size for entering more text.

    4. NOTE  Drag the three lines on the bottom right of the text box to increase the size for entering more text.

  4. In the Thank You Message section text box, enter the text that displays when a requester submits an event. After making the changes, click Save.

    5. NOTE  Drag the three lines on the bottom right of the text box to increase the size for entering more text.

  5. In the Display Pending Events section, turn on the Turning this on will allow all Requesters to see pending events when submitting their event request toggle to enable requesters to view pending events in the date and time selected on the event request form. After making teh changes, click Save.

  1. In the Terms & Conditions section, turn on the Enabling this option will make this option required before users can submit Each event toggle. This will make it mandatory to select the I agree to the terms and conditions before submitting any event for approval.
    To agree to the terms and conditions, do one of the following:
    1. Select the I agree to the terms and conditions check box.
    2. Click the Terms and Conditions link and then click I agree.
  2. To insert the terms and conditions currently in use on the Community Portal into the terms and conditions section, select the Pull in the terms and conditions that's currently being used for Community Use check box. When this check box is selected, the terms and conditions become uneditable. To make edits, clear the check box so that you can make changes and then click Save.

    3. NOTE  When you select the above check box, the content from the community portal overwrite any existing content in the terms and conditions text box.

  3. Click Save.
  4. Click Save at the bottom of the page to finalize any changes you have made to the form settings.

NOTE  When you click Save at the bottom of the Form Settings page, only then the changes are saved to the backend database and will reflect on the event forms that you create in future as a requester.

Adding form components

  1. If you copied an existing event form, all components that were included on that form will show on the screen. If you chose to create a new event form, only the required components of Event Details and Location & Time will show here.
  2. To add a new component to the form, click on the component in the list to the left and drag it to the appropriate place on the event form.

 

 

This is a required component on any event form. Event Name and Summary are required fields by default.

NOTE  To enable public event submission for Community events, ensure that in the Event Details section the Required check box is cleared. This will enable requestors who are not associated with an organization to submit event requests. To hide the organization field on the community event form, select the Hide check box. Additionally, you must edit the community site configuration settings and select the Allow Public Event Submission check box. For more details click here.

 

 

This is a required component on any event form. The user can choose to search by location, or search by the date and time needed.

 

 

This allows users to apply a Category or Keyword to the event, which will help people search for the event.

 

 

Any questions that have been created for each site will show here.

 

 

This component allows a user to enter information for the point of contact for an event.

 

 

If this component is included on the event form, a user can add an image or another type of attachment to the event.

 

 

This component allows a user to attach a sale item or registration to the event.

 

 

This will allow a user to attach a survey to the event. They can select the specific survey as well as determine when the survey should be active.

 

 

This will allow a user to add insurance to the event. They can choose to use their organization's insurance information or enter custom insurance information. You can make this component required to submit an event. Additionally, you can make uploading an insurance document required, if needed.

 

 

This will allow a user to add tasks to the event. They will be able to define the details of the task, such as the task type, who it is assigned to, and when it needs to be completed.

 

This component enables a user to add questions to the event request form that are presented to the requestor. You can add either new questions or questions from existing questions. You can also create a supplementary question based on the answer to a question. You can change the heading of the Questions section and optionally add a description as well.

  1. To add a new question, click Add Question. For detailed instructions click here.

  2. To add a question from exiting questions, click Add From Exiting Questions.

Adding a Supplementary Question

A supplementary question is a question that appears based on the response that is received for a particular question. This can be created only in case of Check Box and Multiple Choice type questions. You can create a supplementary question for all the answer options or only some of them.

 

To create a supplementary question:

  1. In the Questions section, click Add Question.

    NOTE  Click Add From Existing Questions to create a question from an existing question. Ensure that the existing question is of Multiple Choice or Check Box type only.

  2. On the Add Question popup, enter the question text in the box.

  3. From the Question Type dropdown list, select Multiple Choice.

  4. Click Next.

  5. Select the check boxes for the forms to which the question should be assigned.

  6. Click Add.

  7. On the Event Request form, select Add Question Based off Answer.

  8. From the Answer dropdown list, select the option based on which a supplementary question has to be created.

  9. Follow the steps explained above to create a supplementary question using the Add Question or Add From Existing Questions option.

    NOTE  You can create multiple supplementary question for an answer option. The same steps need to be repeated to create a supplementary question for other answer options.

  10. Click Save.

    NOTE  Event Manager allows only a single level of nesting for supplementary questions.

 

Important Points

  • To make it mandatory for a user to answer a parent or supplementary questions, select the Required toggle.

  • To display the a parent or supplementary question on the public calendar, select the Public toggle.

  • To delete a question from the form, select the recycle bin icon.

  • For a Parent-Child question, when you click the recycle bin icon at the bottom right, both the parent and supplementary questions are deleted.

  • To adjust the order of the questions, you can click and drag the icon resembling six dots.

  • To change the title of the Questions section and optionally add a description, click the pencil icon. After making the changes, click Save.

  • The heading for the Question section can be up to 60 characters in length and the description for the section can be up to 250 characters in length.

    NOTE  In order to use the form for creating events, it must be assigned to one or more sites for the tenant.

 

  1. The components can be reordered or removed from the form by hovering over the component and selecting Drag or Remove.
  2. Click Save to add this event form to the list of forms.

NOTE  In order to use the form for creating events, it must be assigned to one or more sites for the tenant.

Managing event forms

The Event Request Forms page displays any event forms that have been created.

  • Assign: Click here to assign this event form to the appropriate sites.
  • View: Click here to view the public facing event form.
  • Edit: Click here to edit the event form. The System Default Form is not editable, but any form that has been added to your account can be edited at any time.
  • Archive: Archiving an event form will remove it from this event form list, make it unavailable for use, and remove it from the list of event forms available to copy when creating a new event form.
    • To access archived event forms, click the View Archived Forms link at the top of the event forms list. An archived form can be restored at any time.

  1. The components can be reordered or removed from the form by hovering over the component and selecting Drag or Remove.
  2. Click Save to add this event form to the list of forms. *Note: For this form to be used at a particular site, it must be assigned to the site from the Event Request Forms list.