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The effective collection of guest data is a crucial aspect for the smooth organization and execution of events. In this article, we will look at the importance of registration forms and additional prompts and how they help to collect important information from attendees.
Form fields are crucial for collecting important information from guests. There are two main methods to gather this data: through the standardized registration form or through additional queries during the booking process.
While additional queries are not required and have no further function, it is mandatory to enter at least an e-mail address via the registration form for each contact. The data from the registration form is used for further actions (e.g. messages are sent to the e-mail address entered, the name is used in the salutation in the booking confirmation, etc.). For events with a restriction to bookings for users with accounts, the account data stored in the account can be used. In this case, no registration form is required.
The registration form is a predefined form used to systematically collect personal data from guests. This information is relevant for booking and the guest's stay. The registration form is created per permission group, allowing different information to be collected for each group. For instance, the registration form for employees might include their department or employee reference, while for external guests, it might ask for their account manager.
To create or edit the registration form, edit your event and navigate to the permission groups. There, you can customize the registration form.
Additional queries are specific questions or fields that may appear during the booking process. They serve to collect extra information relevant only to certain booking options.
Creating and editing
To create or edit additional queries, edit your event and navigate to the booking options.
To identify whether a form field is an additional query or part of the registration form, check where the option is displayed:
By understanding and correctly applying these structures, you can ensure that all necessary information from your guests is collected efficiently and systematically.
Whether as an additional prompt or in the registration form, all form fields follow the same logic. When creating a new form field, you can first decide whether to import a template or create a new field. You can create and edit templates in your workspace.
After creating a new field or opening an existing one, you can make the following configurations:
Labels and text fields (including checkboxes) are limited to 255 characters each. Up to 2,000 characters can be placed in static text.
If you have additional columns in your Excel file during the import of contact data that are not captured as data fields in the registration form, you do not need to delete them beforehand - Oniva will skip them during the import. However, if you want these columns as data fields in your contact list, you need to capture them as form fields in the registration form and hide them for the contact before the import.
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