When hosting a large event for your faith community or an outreach, it can be difficult to capture the information of those who attend to re-engage with them after the event. We’ve all faced the post-event task of sifting through registration forms, lists, or cards, trying to read handwriting and making estimates of the impact of all the efforts expended. What if you and your volunteers could spend those hours doing meaningful follow-up instead? By digitizing your special event forms you can increase the accuracy of information gathered, reduce time that staff and volunteers are spending on data entry, expedite follow and thank you messaging, and track the engagement of attendees long-term.

Let’s get started with an example:

From your Left Navigation Menu choose Forms

In the upper right click the blue Create New Form button

For this example start with the Contact Form Template which pre-adds several helpful fields

*You can Start from Scratch if you would prefer

You may need to scroll down a bit to see the Name your form field

This name will appear at the top of your Form (Hint – use your event name, include the year if that helps)

Click Start Building Form

To rearrange, edit, remove or duplicate a field, use the small blue icons on the right of each field

  - Move: Click and drag to rearrange the order on the form

- Copy: Duplicate this field

- Edit Properties: access the settings for this field – varies by field type (require, rename, set values, set cost and more)

- Delete: remove this field from the form

For this example, delete the Comments field

Edit the Email field to make it a required field

Click Done

Now we are ready to add fields.

The first field is a Radio Button field. This allows you to provide multiple choices, with the limit of selecting just one.

For this example, we renamed the field with the question “Do you have other guests with you today?” and made this a required field

Next Click the Options tab

Select the number of columns you want your choices to appear in. For this example, we will have two columns with two choices each. This keeps your form shorter.

Click the Add Option button to add the boxes for the options you need. For this example, we added four.

Type in the options you want to appear for the form completer to select. You can always add more later and you can rearrange using the double dotted bar to the right.

When all your options have been added, Click Done

Next, add a Person Field Set for the additional adult information you wish to cllect. Field sets let you choose a set of fields to repeat if needed without having to add them to your form over and over again.

To add this, click and drag the field to the place on the form you want it to appear. You will see the dashed lines to indicate where the field will be inserted.

Rename the field “Additional Adult” then click the Conditions tab.

This will allow you to keep your form concise and only display the Additional Adult field if they select that they have additional adults with them.

Click Add a Condition button.

1. In the first drop-down, choose the “Do you have additional guests with you today?”
2. In the second drop-down, choose “is”
3. In the third drop-down, choose Yes, Additional Adults

Click Add a Condition button.

1. In the first drop-down, choose the “Do you have additional guests with you today?”
2. In the second drop-down, choose “is”
3. In the third drop-down, choose Yes, Additional adults and children

Click Done

On your form, click and drag the additional fields you want to collect for adults into the Field Set

For this example, we added Contact Info Fields of Email and Phone Number

*Each Field must have a unique name, so you may need to re-name fields “additional adult email”, etc.

Now repeat those steps for Child Info

Add another Person Field Set

1 - Rename the Field to “Child”

2- Click the Conditions tab

To add the conditions when this should appear

1. Click Add a Condition button
2. In the first drop-down, choose the “Do you have additional guests with you today?”
3. In the second drop-down, choose “is”
4. In the third drop-down, choose Yes, children

Repeat

1. Click Add a Condition button
2. In the first drop-down, choose the “Do you have additional guests with you today?”
3. In the second drop-down, choose “is”
4. In the third drop-down, choose Yes, Additional adults and children

On your form, drag in the fields you wish to collect for the children attending (email and phone may not make sense, but possibly age/grade)

For this example, drag a Basic Field Type – Drop-down into the field set to create an age group drop-down list.

1. Rename the field “Age”
2. Decide if you want this to be required or optional
3. Click Options to create the drop-down list

1. Click Add Option 
2. Type in the categories the form completer can select
3. Click Done

Your form should be auto-saving as you go, but now is a good time to click Save Changes in the bottom right corner, then Save Only on the pop-up

Finishing touch is to add a personal email reply thanking the attendee.

Click Form Properties at the bottom left.

1. Click the Email tab
2. Select Send confirmation to form submitter
3. If they email field does not auto fill, enter the email field from the Placeholders at the bottom of the screen
4. Enter the email address you want the email to appear “from”
5. Personalize the Subject line
6. Personalize the message – include details from your form using the Placeholders at the bottom of the screen

Click Done

Now it is time to publish (don’t worry, no one can see or find this until you make the link or QR code available)

Click Save Changes

This time choose PUBLISH

The next pop up will provide you with a QR Code, embed code and direct link to use to provide access to this form 

You can access these later under Form Properties>General tab

Updated August 26, 2024 20:57