Registration System Overview
The Brick River platform was developed to serve a customer base which needed an easy way to manage complex registration processes for large regional conferences. Registration forms manager is a very versatile system. It can be used to easily create event registration forms of all types. You can also use it to receive payments such as donations.
In this tutorial, you will understand the steps for creating a new form.
Step 1 - Create and Launch a New Form
- Login to the Brick River system, and click Reg->Forms on the top menu.
- On the Registration Forms page, click New Form at the top right of the page.
Step 2 - Enter the Form Property Information
- Enter all form property information as explained below:
- 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
- Form Type: Choose the type of form as per your requirements. Based on your choice, the form’s wording changes slightly in various places.
- Form Language: By default, it is set to English. Choose as per your requirements. This will set the language for form elements such as button text, screen hints, and default confirmation text.
- Choose a branded template: Choose any of your existing custom-built templates from the drop-down menu.
- What do you want your form submission button to say? (By default it will say "Submit Form"): Enter your custom message for the form submission or leave it as it is.
- What background color for the submission button? (By default it will be black): Choose the color as per your requirements.
- Are you embedding this form? You can add an HTML style block and font links here. This is only for embedded forms: Enter some other styles like changing the font, removing the borders, etc. You can also leave as Default.
- Registration period: Enter an optional Start, Early end, Late start, and End registration periods that affect pricing. These are all optional and can be left blank to allow for no restrictions.
- Allowed registrations: 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: Check this box to allow the user to make a partial payment of an amount determined by you.
- Allow changes to submitted registrations: Check this box to allow the registrant to come back through their confirmation email link and edit their registration form.
- Internal ID: This allows you to link your registrations back to your existing internal system like an accounting package, etc. Note that the form can have only associated IDs and not individual questions.
- Tag: Select a tag from the drop-down list to group similar events so that you can search for registrants who participate in similar events.
- Confirmation text: Enter the confirmation message the registrant sees after completing their form and also in the confirmation email.
- Event coordinator email: Enter the email address to assign your event contact for registrants.
- Organization contact information: Enter the email address to be your organizational contact which is displayed in 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: Enter a password to protect the form.
- Allow registrants list to be seen publicly: Select the checkbox if you want users to see who else registered/completed the form.
- Add CAPTCHA: Select the checkbox to verify that the form completer is human. They are a good idea to turn on to keep out spambots.
- Once you have finished completing the form, click Save. The details of the form properties can be accessed from the link.
Step 3 - Select the Form Fields
- Next is the Fields tab. Here, you will now begin building the components of your form. It comes pre-populated with three fields, First Name, Last Name, and Email. To change the fields, click the title of the field. It opens the field editor which allows you to customize your fields.
- There are many types of fields available to use, and this is a specific one called contact information. Choose the required Field from the list of fields and select the checkbox Prompt, Required, or Identifier.
- To add questions or form options, click on the fields in the black bar below to customize your form fields. Let us understand the form fields in detail:
- 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.
- Textbox: Allows you to ask a question to which the user responds in a single or multi-line text box. You can also choose a format for the textbox from the drop-down list such as date, phone number, etc.
- Yes/No: Ask your users a question that requires a yes or no response.
- Checkbox: 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 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.
- When you have completed building your form, click I’m done building my form which opens the manager.
Step 4 - Select the Navigation Options within a Specific Form
- At the bottom of the page, 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 to your own email communication.
- At the top of the page, there are few options which are explained below:
- Back to all forms: Click this to go back to the Registration homepage and lists of all forms.
- Reports: Click on this button to see a summary of items including Money Summary, Details, Donations, Lodging, Summary and Details, Payment Type Totals and Details and more.
- Design Form: Click on this area to build/edit forms.
- Register People: Click on this button to register a person/people to a specific form/event.
- View in Site: Click 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: Click on this link to 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.