Registration System - Getting Started

This article introduces Registration Data Forms and form management tasks including how to:

  • Create and launch a new form
  • Edit an existing form
  • Move content around on a form
  • Archive a form
  • Delete a form
  • Description of form properties
  • Description of form fields
  • Description of website navigation
  • Description of navigation options within a form

If you're new to the Brick River system and experimenting with the Forms for the first time - our overview video is the place to start.

Registration System Overview Video

 


Create and launch a new form

  1. From within the Reg module, click the “+New Form” link at the top right of the page.
  2. Complete all form property information (see below for a description for each field). Click “Save”.
  3. You will now begin building the components of your form. To add questions or form options, click on the buttons in the black bar below to customize your form properties (see below for description of form properties). Note: The "first name, last name and email" are standard fields required for each form you create. 
  4. When you have completed building your form, click “I’m done building my form”.
  5. Under the “Getting people to this form”, you will see options to direct people to this form. You can use the URL or the HTML embed instructions to insert a button to register and/or donate into your own email communication.

Edit an existing form

  1. Access the form by clicking Reg > Registration Forms.
  2. Click on the title form you'd like to edit from the list of existing forms. 
  3. Click the "Design Form" link. This will bring you to the Form Properties page. You can edit information here. Be sure to click "Save" once finished. 
  4. If you'd like to edit the form fields, click the "Fields" link at the top of the page. You can toggle between the "Fields" and "Properties" pages to make changes. Always click "Save" when finished. 

Move questions/text/content around on a form 

  1. To move a question/text box up or down on the form page, click on the question text and this will pop open the question properties. 
  2. Click on the "up" or "down" arrows to move question to another location on the page. 
  3. Click "Save" when you are done. 

Archive a form

Access your form you want to archive by clicking Reg > Registration Forms and select your form by clicking on the title. From this screen, click the "More" link from the navigation bar at the top of the page. Choose "Archive Form" and you will see a green message at the top of your screen letting you know your form has been archived.

Delete a form

Access your form you want to archive by clicking Reg > Registration Forms and select your form by clicking on the title. From this screen, click the "More" link from the navigation bar at the top of the page. Choose "Delete Form" and you will see a pop-up window asking for your confirmation to delete the form. Deleting a form is irreversible, so be sure! If so, click yes and your form will be removed from the list of existing forms. 

Description of form properties

Title
Choose a title that fits your event/purpose (i.e. 2013 Conference Registration Form). This title will be visible to the public.

Friendly URL
This is the URL extension for the form that is automatically generated by the system
(i.e. http://[custname]-reg.brtapp.com/[friendlyurl]). 

Form Type
Choose between Registration, Donation/Fundraising or General. Based on your choice, the form’s wording changes slightly in various places. 

Form Language
Choose English or Spanish.  Default is English.  This will set the language for form elements such as button text, screen hints and default confirmation text.

Choose a branded template
You can choose to use one of your existing custom-built templates from the pull down menu.

Registration period
Forms can have an optional “start”, “early end” and “late start” and end registration periods that affect pricing. These are all optional and can be left blank to allow for no restrictions. If you leave the "start" blank, registrations can start immediately. 

Allowed registrations
You choose to allow people to register one person at a time (single) or a bunch of people at once (group). 

Choose a PayPal account
If applicable, choose your PayPal account for taking payments  

Allow deposits
Checking this box allows the user to make a partial payment of an amount determined by you.

Registrations may edit their registrations after registering
Checking this box allows the registrant to come back through their confirmation email link and edit their registration form. 

Internal ID
This allows you to marry your registrations back to an existing internal system you have (i.e. an accounting package). Note: Only the form can have associated IDs not individual questions.

Confirmation text
This is the confirmation message the registrant sees after completing their form and also in the confirmation email.

Event coordinator email
This is the email address that you assign to be your event contact for registrants.

Organization contact information
This is the email address that you assign to be your organizational contact which is displayed on the confirmation email and the invoice.

Receive email notifications
Enter the email addresses of people you'd like to notify every time a user registers. 

Password protect
Allows you to choose a single password for everyone. You can remove it at any time if, for example, you want to password protect the form for only an initial set of folks.

Allow registrants list to be seen publicly
If you want folks to see who else registered/completed the form.

Add CAPTCHA
Those hated things that verify that the form completer is human. They are a good idea to turn on to keep out spam bots.

Description of form fields

Heading
Adds a title to the form in the largest font point size available. Use this for segregation of sections. 

Description
You may include instructions or notes to users. This is only for text and can not be used for asking questions that require a response. 

Text box
Allows you to ask a question in which the user responds in a single or multi-line text box.

Yes/No
Ask your users a question that requires a yes or no response..

Check box
Ask a question in which your users can select one or multiple options by checking off a box.

Multi choice
Ask users a question in which they have several options to choose from, but may only choose one. When pulling your questions from a table, it will import all the records in the table. You'll need to remove any of the records you don't want in there. Remember, you only have to do this trimming once since you can copy questions.

For sale
In this commerce section, you can sell items and/or identify registration pricing. For registration, you can designate a price and also add in early/late registration fees. If you are selling items, you can allow the user to enter the number of items they wish to purchase; for example, how many chimichangas would they like at the banquet? Note: things that are for sale can have "early," "standard" and "late" registration period prices. So for example, maybe the registration fee is $20 for early birds, $30 for standard folks and $40 for late reg folks. Also, note that you can set a max amount available. For example, maybe you're selling the registration fee and you only will allow 100 registrations. Set the max available to 100.

For sale with choices
Similar to the “For sale” fields, but you can include several options at one time. Maybe you're selling meal choices at the banquet and you ask, "Pick your banquet meal”. Each choice can have different prices and amounts available. For example, maybe you have 100 small T-shirts, and 200 large ones.

Donation
This allows the user to simply enter the amount of dollars they'd like to give you. For example, "Enter the amount you'd like to donate." Note: people tend to combo up donations and item for sale with choice questions. For example, "Pick a donation" and you give them $25, $100 and $250 options. "Or enter any amount you'd like," and you give them the open-ended amount.

Lodging
Use this question if you're managing parts of rooms and you need to keep track of the capacity. For example, "Pick your room choices at the Grand Lodge." Then the choices are "Private room" and you would give that a "per room occupancy" of 1. "Double room" which you would give a "per room occupancy" of 2. Or "Quad room" which you would give a "per room occupancy" of 4.

File
Do you need users to upload a file? Add the file question to allow the upload of files.

Calculated
Create a formula and display the value. Place your cursor in the calculation box then click on the title of the question above the calculation box you're using in the calculation. Calculations can include multi choice, text box, for sale, for sale with choices, donation, lodging and checkbox fields. Be sure to include a numeric value for all fields in the calculation. Calculation formula example: (q21220 + q21226 * 2) / q21223

Copy
This allows you to copy questions from other forms. Simply choose the form from which you want to copy and then select all the questions you want to copy into the form.

Description of navigation options within a specific form

Back to all forms
Brings you back to the Registration homepage and lists of all forms.

Reports
Allows the admin to see a summary of items including Money Summary, Details, Donations, Lodging Summary and Details, Payment Type Totals and Details and more. 

Design Form
Area where the admin can build/edit forms.

Register People
Allows admin to register a person/people to a specific form/event.

View in Site
Allows you to see what your form will look like to the user.

More > Registration Managers
You can select additional admins to manage a particular form. Search for a user by email or add them to the system.

More > Archive form
Include a form in your library of archived forms. 

More > Delete form
Choose this to completely delete the form from the system

Email 
This allows you to email the registrants associated with a particular form. 

Download 
You can download a .CSV file of the registrants and their form responses. 
 

Want to learn more?

Call 800-924-5220 or

Free trial