Custom Forms (Previously Data Collection)

Build your own custom form for the ticket buyer to fill in at the time of booking. With this feature, data collection takes place alongside registration and payment, eliminating the need for separate spreadsheets and ticket buyer follow up.

This article covers:

• What is collected by default
• Adding your own fields/questions
• Editing or removing fields/questions
• Custom Forms Templates
• Accessing the data collected

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What is collected by default

At checkout the following fields will be collected by default:

• First and Last Name of the person making the booking
• Email Address: this will be used to send the confirmation email and tickets to
• Address
• Phone Number

You will have the option to remove the Address and/or Phone Number fields should you not require this data. This option is available for both free and paid events.

To deactivate the Address and/or Phone Number fields:

1. From the Dashboard, under Manage events overview, click on the name of your event
2. From the left menu, under Additional Information, select Custom form (data collection)
3. Next to either Address or Phone number, click the slide to deactivate the field you do not wish to collect
   
4. Click Save

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Adding your own fields/questions

You can add your own custom questions to be asked during booking, after the tickets have been selected.

Choose from:

• Prebuilt Questions
• Adding in a Custom Question

Prebuilt Questions

Prebuilt questions make it faster and easier for you to create your custom form. They are some of the more commonly asked questions by our event organizers across the system and set, by default, to be asked for each ticket selected during booking. 

The following prebuilt questions are available to be added into any event:

Question	Answer Type	Description
Attendee First Name	Short text box	Will pull through to the scanning app and ticket issued by default
Attendee Last Name	short text box	Will pull through to the scanning app and ticket issued by default
Dietary Requirements	Dropdown with Multi-selection	Includes the following values: Vegetarian, Vegan, Gluten free, Dairy free, Nut allergy, Other
Date of Birth	Date	Provides Day, Month, Year dropdown fields
Age	Number dropdown	Includes numbers 0 - 100
Phone Number	Shot text box	Has number validation, only numerical characters can be entered
Email	Shot text box	Has validation to confirm an email address has been added

 

To add a prebuilt question:

1. From the Dashboard, under Manage events overview, click on the name of your event
2. From the left menu, under Additional Information, select Custom form (data collection)
3. Click Add a Prebuilt Question
   
   
4. Next to the question you wish to add, click the slide under the Include. To ensure the customer does not leave the field blank click the slide under Mandatory
   
   
5. Click Save

Whilst these questions all have pre-set criteria, you will have the option to edit them to better suit your needs. To do so, see: Editing the Question Criteria

Custom Questions

Add questions that are unique to your event or organisation.

When adding in a custom question you will have the option to choose from the following answer types:

Answer Type	Description
Short text box	A one-line free text field that allows the ticket buyer to enter plain text, up to 200 characters
Long text box	A multi-line free text field that allows the ticket buyer to enter plain text, 500+ characters
Yes/No	A drop-down field where the ticket buyer can indicate the response of Yes or No. Option to ask Sub-questions based on the answer provided
Dropdown	Allows you to create a drop-down field with your own unique values for the ticket buyer to select from. Option to ask Sub-questions based on the answer provided.
Date	A drop-down field for Day, Month and Year
Checkbox	Small box in which to place a check mark
Phone	Free text field that allows for numerical characters only
Email	Free text field which validates whether it the text is in email format

 

To add a customer question:

1. From the Dashboard, under Manage events overview, click on the name of your event
2. From the left menu, under Additional Information, select Custom form (data collection)
3. Click Add a Custom Question
   
4. Complete all the fields
   • Question: The question you are asking the ticket buyer
   • Answer Type: Choose from a range of field types for the ticket buyer to enter in the applicable data
   • Ask per ticket: Will ask the question for every ticket selected during booking. You will have the option to choose which ticket types this question will be asked for
     OR
     Ask only once per booking: Will ask the question once for the overall booking regardless of what tickets are selected
   • Mandatory: Indicate whether the field must be completed in order to proceed with the booking
     
5. Click Save or Save and Add Another

With your questions saved down, the Custom Forms landing page will display all questions. Here you will have the option to Preview how this will look for your customers when booking.

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Editing or Removing Questions

Once your questions are saved down you will have the option to:

• Change the display order
• Edit the question criteria
• Add Headers
• Delete a Question

Change the display order

If you have multiple fields, you can reorder them by:

1. Click on the reorder tool
2. Drag and drop the field to the correct position
   
3. Click Save
   
   

Edit the Question criteria

Whether you are wanting to edit the wording of the question, change the answer type, or change if it is asked 'Per Ticket' or 'Once per booking' you can do so by editing the existing question.

To edit a question:

1. From the left menu, under Additional Information, select Custom form (data collection)
2. Next to the Question you wish to edit, click Edit
   
3. Once you have made your necessary edits, click Save

If your event has already taken bookings, you will not be able to edit the Answer Type.

 

Add Headers

When you have a larger list of custom fields, grouping these fields together using headers can make it easier for the customer.

Headers can also be used to provided additional context around the question you are asking, ensuring the customers response is as accurate as possible for your needs.

To add a header:

1. From the left menu, under Additional Information, select Custom form (data collection)
2. Next to the Question you wish to edit, click Edit
   
   
   
3. Click the slide next to Include header
   
   
   
4. Enter in your header using the text editor field
   
5. Click Save

How this will show for the customer:

Delete a Question

If you have already taken bookings on your event, you will still be able to delete a Question. However, in doing so, it will also delete the data associated with that question.

It is recommended that you either run a Report before you action the delete or opt to change the Status of the Question to Hidden. See Edit Question for further details

Once a Question has been deleted the action is final, it cannot be reinstated. If your event has already taken bookings and you do not wish to lose the data collected, consider deactivating the question instead of deleting.

To delete a Question:

1. From the left menu, under Additional Information, select Custom form (data collection)
2. Next to the Question you wish to edit, click Delete
   
3. Click Delete on the Confirmation pop-up
   

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Custom Forms Templates

If you're running similar events and want to collect data consistently across them, Custom Form Templates can help you achieve this. For instructions on how to create a Custom Form Template see: Custom Form Templates.

If you have a template created on the account, you will be given the option to import the template from the Custom Forms landing page:

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Accessing Data Collected through Custom Forms

You will be able to access the data collected via your custom form using your reports.

The reports you can utilize for this purpose are:

• Attendee List
• Custom Report