Before creating your registration page, make sure that you are familiar with the registration page capabilities and the distinct types of registration pages that you can create, by reading the Enable registration and build your own custom registration page article.
In this article we'll take you through the basic steps for using both private (RSVP) and public registration combined for your event.
Before detailing the steps and to better understand the process, let's remember that a registration page is made up of:
- A landing page, with the event details and Update my profile button.
- A main form, with the mandatory fields and additional fields that can be added for attendees to fill in.
- Any optional additional forms, with more fields for the attendees to fill in, and that can be targeted. This means that you can decide if you want attendees to see these forms or not, based on their responses on any of the previous forms.
1 - Choose the Public & Private type of registration page and confirm the URL
To access the registration page module, go to Content > Registration in your workspace.
If you are creating a registration page in your event for the first time, you will see the below screen:
The type of registration page that you select will have an impact on the settings available in the next steps of the configuration. This means that if you select Public & private, you will see all the configuration and settings that are relevant to these two types of registration. You can change the type of registration page later, even once it is fully created. If you do, you will simply need to check the configuration and settings to ensure that everything is how you need it to be.
- Select Public & Private.
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Confirm or personalize the registration page URL.
The first part of the URL will always be: https://webapp.spotme.com/login/eventspace/
The second part of the URL will be automatically populated based on the name of the event, with dashes "-" replacing the spaces between words. This extension can be modified here, and later on if needed. Only use letters and numbers in this field, with dashes or underscores.
- Click on Enable registration to continue.
Add the event details to the registration landing page
In the Event details tab, you can:
- Edit the URL of the registration page if needed (as mentioned above).
- Add the customizable event details that will appear on the landing page:
In the Description section, use the text editor to add and format your text, and add as may images as you like.
For the text: text colors cannot be directly changed using the toolbar, however you can copy and paste text colors from external sources. There is no limit to the amount of text that can be added here.
For the images: The space available for the description images is 685 px wide. Images that are less that 685 px wide will keep their file dimensions. If you intend to use the full width for your image, we recommend that you use an image that is 1370 px wide for the best result.
Add sessions, speakers and sponsor information to your registration landing page, taken from the workspace at the click of a button. A great way to promote your event and encourage attendees to sign-up.
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Preview your registration page: Remember to preview the page to see how it looks (especially after adding the design), using the Open page button. Below is a preview of the landing page created above, with the description text:
- Remember to click on Save to confirm all the changes you have made.
3 -Customize the registration page design
In the Design tab you can customize how the event registration pages will look, including the banners and the colors used. This is the same for all types of registration pages. Find out how
4 - Add the fields to the registration main form
In the Form fields tab, you decide what fields will be present in the registration page for your attendees to fill in.
You will configure what fields will be added to the main registration form, as well as any optional additional forms that can be displayed to registrants after filling in the main form.
Mandatory fields in the Public & Private - RSVP landing page
The Email address, First name, and Last name fields are information that you must collect from your attendees to register them. They are mandatory and will always be present on the registration page main form (they cannot be removed).
Here, in order to cater for the private - RSVP registration page only, you will also find a default and mandatory Are you attending the event? field that attendees must fill in in order to respond to the RSVP, and that cannot be removed.
As part of the built-in RSVP registration journey only, an additional form is present by default and mandatory, that contains a message saying We are sorry to hear that you are not attending...
This additional form is displayed to attendees that respond No, I will not attend to the RSVP, and also cannot be removed.
Adding more fields to the Private & Public registration landing page
To add more fields to the main form, click on the Add a field button, and select the field to be added in the dropdown list.
The fields that are available to choose from are pulled directly from the user metadata in the workspace. You can therefore create new user metadata, which you will then be able to select as fields to be used in your registration forms, including hidden fields that will not be visible to the attendee and that you can use for targeting additional forms.
The types of user fields (i.e. the format of the user metadata) that can be added to the registration page in order to collect data during the registration journey, are the following:
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“boolean” (checkboxes)
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”choice-list” (dropdown list)
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”choice” (radio button)
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”email” (open text)
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”locale” (country list dropdown)
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“number” (open text)
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”text-multiline” (multiple lines of text)
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“text” (open text)
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“hidden” (text field that is not visible to the attendee and can be used for targeting additional forms)
As you add fields to your main form, keep in mind that, if needed, you can add more forms that can be displayed to attendees after completing the main form, and that you can make these forms conditional. This means that, based on the information provided by registrants when they fill in the main form in the landing page and any subsequent forms, you can decide whether to display or not a conditional form to your attendee. More information below
You can use the Add a description button to add a free-form text section (perfect for section breaks, adding extra guidance or information, or adding legal disclaimers). You can also use the Add legal documents button to add privacy policies or disclaimers for attendees to acknowledge while registering.
Once you have added the fields, you can move them up or down using the ≡ button next to each field. If needed, you can also make the added fields mandatory for attendees to fill in, using the Mandatory checkbox.
Below you can see a preview of how a main registration page main form can look to attendees when signing up:
Attendees going through public registration:
Attendees going through private RSVP registration:
5 - Add more form pages to the registration journey
You can, if needed, create additional forms that can be displayed to the registrants after filling out the main registration page form. You can add the fields you like to these additional forms, the same as you did with the main form.
For attendees going through the public registration process, the additional forms will by default be seen by all registrants as they go through the registration process, however you can also make them conditional. This means that, based on the information provided by registrants when they fill in the main form in the landing page, you can decide whether to display or not a conditional form to your attendee.
For the attendees going through the private (RSVP) process, you can also create additional forms that can be displayed to the registrants after filling out the main registration page form, and responding YES, I will attend to the RSVP. This can be very useful for collecting detailed information from your attendees, such as travel information, dietary preferences, language preferences, etc. To do this, you will need to make this form conditional.
More information on creation additional and conditional forms
As mentioned above, keep in mind that the private (RSVP) main form is always pre-configured so that, if registrants respond No, I will not attend to the mandatory Are you attending the event? field, they will automatically be taken to the We are sorry to hear that you are not attending... additional form, where they need to confirm their response:
By default, if people respond Yes to the RSVP, they will see the below screen indicating that they have reached the end of the registration process:
6 - Choosing which emails to send out to attendees as part of the Public & Private registration process
In the Emails tab, you can specify what emails will be sent out to attendees automatically, at each step of the registration process, for those registering via the public registration and those that are invited to RSVP:
Here, you can see all the emails that are relevant to the public registration journey AND the private RSVP journey.
By clicking on one a step, for example RSVP invitation accepted, you can select the email that will be sent out by the system at that step:
You can also choose to not send any emails, by selecting the No email option in the dropdown list for that step.
Please note that depending on the settings you will enable for your registration page, some of these emails may or may not be configurable:
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Open registration confirmation email: Email sent to users when they fully register for the event via public registration:
-> Default email template: (Public registration) Verify email
Can be configured only if you enable the Allow attendees to self-register to the event app option in the Settings section.
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Registration pending email: Emails sent to users who have registered and are waiting for their request to be approved (only used with public registration that has manual approval configured).
-> Default email template: (Public registration) Pending manual approval
Can be configured only if you enable a manual approval step in the the Settings section.
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Profile update confirmation email: Email sent to users after they have updated their profile information.
-> No default email template.
This is disabled by default and can be configured only if you enable the Allow attendees to update their profile information option in the Settings section.
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RSVP invitation accepted: Emails sent to users who have answered YES to the RSVP invitation email .
-> Default email template: (RSVP) Private event invitation accepted
Can be configured only if you enable the Allow invitees to submit and edit their attendance status option in the Settings section.
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RSVP invitation declined: Emails sent to users who have answered NO to the RSVP invitation email .
-> Default email template: (RSVP) Private event invitation declined
Can be configured only if you enable the Allow invitees to submit and edit their attendance status option in the Settings section.
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-> Default email template: Invitation to access the event
Can be configured only if you enable the Allow attendees to log in to the event app option in the Settings section.
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-> Email template name: (Registration) Registration not found
Can be configured only if you enable the Allow attendees to log in to the event app option in the Settings section.
All the emails are pre-configured to be sent out using the default email templates, except for the "Profile update confirmation" email, which can be created and configured if needed. No action is needed here unless you want to specifically change the email templates that are used, or disable the sending of emails for one of these steps.
In addition to the above-mentioned default email templates that are accessible via the Emails module in Backstage, you can also edit these templates or create your own new templates using the email editor.
Targeting tailored registration emails based on attendee information
In addition to the above described standard emails that are sent out automatically to attendees as part of the public-open registration process. You can also create tailored "sub-versions" that can be targeted to specific groups of users based on the information that they provide during the registration process.
As a basic example, in addition to the default "Registration confirmation email" you may wish to have a targeted custom email that will be sent only to specific attendees that belong to a specific team or branch of your organization. Or, you may wish to send customized Registration confirmation emails to your attendees depending on whether they are attending the event "remotely" or "in-person".
This can be done by clicking on the + Send a different email to a specific target group button:
Here you can select a custom email (for example below the "Registration - Confirmation - in person") and set-up the targeting to send this specific custom email to just the "in person" registrants:
You can add any number of targeting rules, however please keep in mind that:
- Targeting rules are applied from top to bottom: target group 1 will be checked first, then target group 2, etc.
- A user will always get only ONE email. If a user meets the criteria of more than one target group, the first target group within which they fall will be applied.
- If a user falls within no target groups, they will receive the default email.
More detailed information on using custom email targeting
7 - Opening access to the private & public registration page and the event app
Opening the registration page for invitees (RSVP and public), and allowing them to update their profile information
Because your registration page is designed to cater for registrants going through a public -open registration and/or an invitation to Private - RSVP, the settings here include those that are applicable to both journeys.
To help you with the access limitation configuration, you can see above each toggle button whether the setting is used for public - open registration or for Private - RSVP, or for both (Private & Public).
For attendees that are registering via the public registration, you will need to enable the Allow attendees to self-register to the event option. Otherwise they will not be able to access the main registration form.
For the invited attendees to be able to provide a RSVP for your event, they must access the registration page via the invitation link that is included in the invitation email. Otherwise they will not be able to access the registration form. Also, you will need to enable the Allow attendees to submit and edit their attendance status option, otherwise they will not be able to provide a response to the "Are you attending the event?" RSVP question in the main registration page form.
Additionally, you may wish to allow your attendees to update their profile information via the registration page main form, by enabling the Allow attendees to update their profile information option. This is a shared setting that is applied to both registration page types.
Finally, using the Allow attendees to log in to the event app option, you may wish to enable or disable the Log-in button on the landing page of the registration page, to better manage how attendees can access the event.
Adding a manual approval step for registrants that go through the public - open registration
You can decide to manually approve the registrations that come in via the public registration page, via Backstage.
Information on how to add a manual approval step for registrants that are signing up via a public registration page, and how this is experienced by the registrants is available here:
How can I manually approve the registrations (public registration only).
How to limit access to the public registration based on the registrants' email domains
Information on how to limit access to the registration page based on the registrant's email domains is available here:
How can I limit who can register for my event based on the email address domain they use (public registration only).
8 - How to invite your attendees to RSVP?
9 - How to track my event registrations?
Read the dedicated How to track event registrations, access analytics, and see use registration statuses article.
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