Event-specific fields

With an input field of the type “Text (single-line)” you can ask for short texts from your guests.

This is how:

• Click on "+Add field"
• Select the type “Text (single-line)” in the dialog window
• Under “Label”, enter a name for the field
• If desired, enter a descriptive text for the field under “Description”
• Default value: If desired, you can enter a default value here with which the field is prefilled
• Use default value automatically:
  If activated, the stored default value is automatically used in placeholders if no custom text has been stored for the guest. Currently only works for DE!
• Click on "+Create new"
• In the overview, select whether the field should be hidden (red eye symbol), displayed but not mandatory (green eye symbol) or a mandatory field (green star symbol)
• Done

Note: There is no limit to the number of characters that your guests can enter in a text field. However, if you anticipate that your guests will want to write a longer text here, the field type Textarea is probably more suitable for your needs.

Examples of use

• Allergies
• License plate number
• Name of the child
• etc.

With an input field of the type “Text (multi-line)” you can ask for longer texts from your guests.

This is how:

• Click on "+Add field"
• Select the type “Text (multi-line)” in the dialog window
• Under “Label”, enter a name for the field
• If desired, enter a descriptive text for the field under “Description”
• Default value: If desired, you can enter a default value here with which the field is prefilled
• Use default value automatically:
  If activated, the stored default value is automatically used in placeholders if no custom text has been stored for the guest. Currently only works for DE!
• Click on "+Create new"
• In the overview, select whether the field should be hidden (red eye symbol), displayed but not mandatory (green eye symbol) or a mandatory field (green star symbol)
• Done

Examples of use

• Message to the organizer
• Notes
• Suggestions for improvement
• etc.

With an input field of the type “Address” you can request an address from your guests.

This is how:

• Click on "+Add field"
• Select the type “Address” in the dialog window
• Under “Label”, enter a name for the field
• If desired, enter a descriptive text for the field under “Description”
• Click on "+Create new"
• In the overview, select whether the field should be hidden (red eye symbol), displayed but not mandatory (green eye symbol) or a mandatory field (green star symbol)
• Done

Examples of use

• Alternative delivery address
• etc.

Note: If you want to ask the private address or company address of your guests, you can also use the master data field provided for this purpose. 

With an input field of the type “Date” you can request a date from your guests.

This is how:

• Click on "+Add field"
• Select the type “Date” in the dialog window
• Under “Label”, enter a name for the field
• If desired, enter a descriptive text for the field under “Description”
• (Optional) If necessary, specify under “Options” in which time period the guest may choose a date
• Click on "+Create new"
• In the overview, select whether the field should be hidden (red eye symbol), displayed but not mandatory (green eye symbol) or a mandatory field (green star symbol)
• Done

Examples of use

• Date of employment
• Birthday of the child
• Wedding date
• etc.

Note: If you want your guests to enter their birthday, you can also use the master data field provided for this purpose.

With an input field of the type “Date” you can request a combination of a date and time from your guests.

This is how:

• Click on "+Add field"
• Select the type “Date and time” in the dialog window
• Under “Label”, enter a name for the field
• If desired, enter a descriptive text for the field under “Description”
• (Optional) If necessary, specify under “Options” in which time period the guest may choose a date and time
• Click on "+Create new"
• In the overview, select whether the field should be hidden (red eye symbol), displayed but not mandatory (green eye symbol) or a mandatory field (green star symbol)
• Done

Examples of use

• Arrival date & time at the event location
• Departure date & time at the airport
• etc.

With an input field of the type “Date” you can request a date from your guests.

This is how:

• Click on "+Add field"
• Select the type “Date” in the dialog window
• Under “Label”, enter a name for the field
• If desired, enter a descriptive text for the field under “Description”
• (Optional) If necessary, specify under “Options” in which time period the guest may choose a date
• Click on "+Create new"
• In the overview, select whether the field should be hidden (red eye symbol), displayed but not mandatory (green eye symbol) or a mandatory field (green star symbol)
• Done

Examples of use

• Arrival at the event location
• Arrival time at the airport / train station
• etc.

With an input field of the type “Number” you can request a number from your guests.

This is how:

• Click on "+Add field"
• Select the type “Date” in the dialog window
• Under “Label”, enter a name for the field
• If desired, enter a descriptive text for the field under “Description”
• (Optional) If necessary, specify under “Options” in which time period the guest may choose a date
• Click on "+Create new"
• In the overview, select whether the field should be hidden (red eye symbol), displayed but not mandatory (green eye symbol) or a mandatory field (green star symbol)
• Done

Examples of use

• Client number
• Order number
• etc.

You can request an image file from your guests using an input field of the “Image” type.

Guests will see an upload in the registration form where they can select and upload the corresponding image file from their device.

This is how:

• Click on "+Add field"
• Select the type “Image” in the dialog window
• Under “Label”, enter a name for the field
• If desired, enter a descriptive text for the field under “Description”
• Click on "+Create new"
• In the overview, select whether the field should be hidden (red eye symbol), displayed but not mandatory (green eye symbol) or a mandatory field (green star symbol)
• Done

Examples of use

• Photo of the guest
• Picture of the car
• Company logo
• etc.

You can request a file from your guests using an input field of the “File” type.

Guests will see an upload in the registration form where they can select and upload the corresponding file from their device.

This is how:

• Click on "+Add field"
• Select the type “File” in the dialog window
• Under “Label”, enter a name for the field
• If desired, enter a descriptive text for the field under “Description”
• Click on "+Create new"
• In the overview, select whether the field should be hidden (red eye symbol), displayed but not mandatory (green eye symbol) or a mandatory field (green star symbol)
• Done

Examples of use

• Filled out questionnaire
• Signed contract
• Documents
• etc.

With an input field of the “Checkbox” type, you can give your guests the option of placing a checkmark in front of a text defined by you.

The guests see the corresponding text in the registration form and can decide whether to activate the checkbox (equivalent to a “Yes” or approval of the text) or not (equivalent to a “No” if the text entered does not apply to them).

This is how:

• Click on "+Add field"
• Select the type “Checkbox” in the dialog window
• Under “Label”, enter a name for the field
• If desired, enter a descriptive text for the field under “Description”
• Default value: If desired, you can choose a default value here with which the field is prefilled
• Use default value automatically:
  If activated, the stored default value is automatically used in placeholders if no custom text has been stored for the guest.
  
• Click on "+Create new"
• In the overview, select whether the field should be hidden (red eye symbol), displayed but not mandatory (green eye symbol) or a mandatory field (green star symbol)
• Done

Note: If you would like to request declarations of consent from your guests, please use the option "Declarations of consent" in the "Form" tab instead.

Examples of use

• "I will bring my dog"
• "I have been to one of your events before"
• etc.

Hinweis: Wenn Du Einverständniserklärungen abfragen möchtest, nutze hierfür bitte stattdessen die Option "Einverständniserklärungen" im Formular.

With an input field of the type “Selection list” you can give your guests the opportunity to select an option from a predefined list. 

This is how:

• Click on "+Add field"
• Select the type “Text (single-line)” in the dialog window
• Under “Label”, enter a name for the field
• If desired, enter a descriptive text for the field under “Description”
• Scroll down and create the first option (e.g. “Vegetarian”) and press the Enter button
• Enter all further options (e.g. “Vegan”, “Meat”, ...) and always press the Enter key after each option to create a new one
• You can delete an option by clicking on the “X” symbol next to it
• If you wish, you can also activate the option “Allow own value” if you want to give your guests the opportunity to enter their own values in this field.
• Default value: If desired, you can enter a default value here with which the field is prefilled
• Use default value automatically:
  If activated, the stored default value is automatically used in placeholders if no custom text has been stored for the guest. Currently only works for DE!
• Click on "+Create new"
• In the overview, select whether the field should be hidden (red eye symbol), displayed but not mandatory (green eye symbol) or a mandatory field (green star symbol)
• Done

In the registration form, guests see the list of selection options from which they can choose and - if activated - also see an option “Own value”. If the “Own value” option is selected, a new form field appears in which the guest's own value can be entered.

Examples of use

• Menu selection
• etc.

The field type "Sub-headline" is used to divide your registration form into several sections, which is particularly useful for long registration forms with different subject areas.

Your guests cannot make a selection or enter data at this point, but are only shown the text you have entered so that the form is more clearly structured for them.

This is how:

• Click on "+Add field"
• Select the type “Sub-headline (Read only)” in the dialog window
• Under “Label”, enter a name for the field
• If desired, enter a descriptive text for the field under “Description”
• Click on "+Create new"
• In the overview, select whether the field should be hidden (red eye symbol), displayed but not mandatory (green eye symbol) or a mandatory field (green star symbol)
• Done

Examples of use

• Long registration forms
• Forms with different topic sections
• etc.

The field type “Explanatory text” is used to provide your guests with further explanations and information about the registration form or the event.

Your guests cannot make a selection or enter data here, but will only see the text you have entered.

This is how:

• Click on "+Add field"
• Select the type “Explanatory text” in the dialog window
• Under “Label”, enter a name for the field
• If desired, enter a descriptive text for the field under “Description”
• Click on "+Create new"
• In the overview, select whether the field should be hidden (red eye symbol), displayed but not mandatory (green eye symbol) or a mandatory field (green star symbol)
• Done

Examples of use

• Ambiguous input fields
• Notes on the event
• Notes on various input fields
• etc.

The field type “Country” is used to request a country from your guests, e.g. the country of origin, the country they would like to travel to, etc.

In the form, the field is displayed as a drop-down menu with an integrated search function so that guests can either search for their country using the search function or select it directly from the drop-down list.

This is how:

• Click on "+Add field"
• Select the type “Country” in the dialog window
• Under “Label”, enter a name for the field
• If desired, enter a descriptive text for the field under “Description”
• Click on "+Create new"
• In the overview, select whether the field should be hidden (red eye symbol), displayed but not mandatory (green eye symbol) or a mandatory field (green star symbol)
• Done

Examples of use

• Country of origin
• Destination
• etc.

The field type “Matchmaking” gives your guests the opportunity to specify a preferred partner, e.g. for shared hotel rooms, meetings or team building. If the other person agrees, the match is made.

This field type is only available with the corresponding feature.

• Select the type “Country” in the dialog window
• Under “Label”, enter a name for the field
• If desired, enter a descriptive text for the field under “Description”
• Click on "+Create new"
• In the overview, select whether the field should be hidden (red eye symbol), displayed but not mandatory (green eye symbol) or a mandatory field (green star symbol)
• Done

This is how:

• Click on the "+Add field" button
• Select the type "Matchmaking" in the dialog window
• Under “Label”, enter a name for the field
• If desired, enter a descriptive text for the field under “Description”
• Change to the "Settings" tab of the dialog window
• Scroll to the "Matchmaking" section
  
  • Matchmaking request
    Here you enter the text that the preferred partner should receive as an email when someone chooses them.
  • Matchmaking confirmation
    Here you enter the text that the guest will receive when the preferred partner confirms the request.
  • Matchmaking declined
    Here you enter the text that the guest will receive if the preferred partner rejects the request.
  • Minimum number of guests for mandatory field
    Enter the minimum number of guests that must still be available for selection in order for the field to be marked as mandatory. If this number is not reached, the guest does not have to specify a preferred partner when signing up (but they can do so).
  • Info text minimum number of guests not reached
    The text entered here will be displayed if the minimum number you entered in the field above is not reached. Here you can, for example, enter a telephone number that the guest should contact if they cannot find a suitable partner in the list or describe the next steps the guest should take.
  • Filter guests
    By clicking on “Set filter”, you can specify which guests should be displayed for selection during matchmaking. All filters that you know from the guest list of the event are available to you. You can find more information about the available filters in our documentation.
• Click on "+Create new"
• In the overview, select whether the field should be hidden (red eye symbol) or displayed (green eye symbol)
• Done

Note: Please note that fields of the type “Matchmaking” are only displayed to invited guests with their own individual invitation link/code!

Procedure

Once all settings have been made as described above, the procedure is as follows:

1. The guest selects a preferred partner from the list when signing up. They can also use the search function within the field.
2. The selected person will receive an email with the text you have specified under “Matchmaking request”.
3. This email contains a link with which the person can accept or decline the request.
4. The guest will then receive an email with the reply from the person they have chosen. The content of the email is the corresponding text that you have entered under “Matchmaking confirmation” or “Matchmaking declined”.
5. Depending on the answer, the process continues as follows:
   
   Confirmed:
   If the matchmaking request has been accepted, nothing further needs to be done. The guest and their preferred partner are stored as a match in the system.
   
   Declined:
   If the matchmaking request was declined, the guest (if the function is activated) can edit their guest data to add a new preferred partner. The process from step 1 is repeated.

As an admin, you have the option of manually setting or removing a match when editing a guest.

In the Excel export of the event you will also find (if activated) a column with the matchmaking ID, which you can sort by if you wish.

Examples of use

• Selection of preferred partners to share a hotel room with
• Formation of teams
• Arrangement of meetings
• etc.

With an input field of the type “Timeslots / Smart selection list” you can give your guests the opportunity to select a timeslot from a predefined list of possible options.

This is how:

• Click on the "+Add field" button
• Select the type “Timeslots / Smart selection list” in the new window
• Enter a name for the field under “Label” (e.g. “Desired date”)
• If desired, enter a descriptive text for the field under “Description”
• Select which of the following options you would like to (de)activate:
• Accompanying person must choose a timeslot as well
  The guest must select a timeslot for each registered guest when signing up.
• Simplified selection (selection list)
  Instead of a list of all appointments, the guest sees a drop-down menu in which they can select the desired timeslot.
  
  Attention: If this setting is enabled, multiple selection of timeslots is not possible!
• Allow multiple selection
  The guest can select several timeslots, which is helpful, for example, if a guest is allowed to register for several lectures for one event.
• Selection as quantity
  In addition to the timeslot, the guest has the option of selecting the desired number of booked spaces for this timeslot.
• Allow selection of different groups
  If you activate this option, the guest has the option of choosing a combination of timeslots from different groups.
• Hide no longer available options
  Fully booked timeslots are not displayed to the guest to make the form appear more clear.
• Attach calendar entry for timeslot to confirmation email
  The guest receives an .ics file with the date of the timeslot attached to their confirmation email.
• Show in public profile of guest
  The booked timeslot is displayed in the guest's public profile.
• Use timeslot date as the date for the event
  Instead of the event date, the date of the timeslot is used in the email.
• Marks the event as full as soon as no more timeslots are available
  Should be activated if there are only as many places in the event as there are available timeslots.
• Set start date of the event as timeslot date
  Automatically uses the start date of the event as the date for the timeslots created below - mainly recommended for one-day events!
• Enable filtering my days of the week
  Allows timeslots to be assigned to specific days of the week - mainly recommended for event templates and the auto event creation!
• Create one or more groups and timeslots
• Click on the "+Create new" button below
• In the overview, select whether the field should be hidden (red eye symbol), displayed but not mandatory (green eye symbol) or a mandatory field (green star symbol)
• Done

Create timeslots

This is how you create a new timeslot:

• Click on "+New option"
• Name
  You can enter a name for the timeslot here, e.g. “Lecture 1”. Entering the name is optional.
• Group
  If you create different groups (see below), you can assign the timeslot to a group here. You can also filter the timeslots  by group above the timeslot options.
• Description
  Here you can enter a more detailed description for the timeslot. The description is also optional.
• Additional text for calendar entry
  Here you can enter an additional text that will be displayed in the calendar entry.
  Note: This field is only visible if you enabled the option "Attach calendar entry for timeslot to confirmation email" above.
• Meeting URL
  You can enter a meeting URL here if this timeslot is an online meeting and not an on location event.
• Available quantity
  Here you enter how many places are available in this timeslot. For example, if 10 guests are allowed to register for the timeslot, enter “10” here.
• Date / Time start
  Here you specify the date and time at which the timeslot starts.
  Note: If you have activated the option “Use start date of event as timeslot date” above, only the field for the time will be displayed here.
• Date / Time end
  Here you specify the date and time at which the timeslot ends.
  Note: If you have activated the option “Use start date of event as timeslot date” above, only the field for the time will be displayed here..
• Type of event
  Here you can specify the way in which a guest who selects this timeslot will participate in the event. This is especially helpful for hybrid events.
  You have the choice between:
  
  • Default value:
    Adopts the value that is set at the event under Info > Type of event
  • Online event
    Sets the status to “Online event participation” when a guest selects this timeslot
  • On location event
    Sets the status to “On location participation” when a guest selects this timeslot
  • Hybrid event
    Sets the status to “Hybrid event”. In this case, we recommend differentiating between on-site and online participants somewhere else, e.g. by using different tickets or a different timeslot field.
• Additional cost for ticket
  Here you can set a price that will be added to the ticket price when the guest selects this timeslot.
• Shift date by x days
  Here you can enter the number of days by which you want to shift the date of the timeslot (starting from the start date of the event). Example: If the date of the event is January 12 and the timeslot should have the date January 15, enter a “3” here
  Note: This field is only displayed if you have activated the option “Set start date of the event as timeslot date” above.
• Tip: You can duplicate a timeslot using the copy symbol next to the respective timeslot and thus easily create several timeslots at once, each of which is shifted by x days or x hours

Create groups

This is how you create a group:

• Click on the "+New group" button
• Enter a name for the group (e.g. “Monday”)
• If you have activated the filtering by weekdays (see above), you can select the corresponding weekdays that should be assigned to the group here (especially interesting if you plan on using the Auto event creation)
• Note: Empty groups will not be displayed in the registration form!

Examples of use

• Events where guests have to select a timeslot
• Events with additional presentations or workshops that guests can sign up for
• etc.

For each event-specific field, you have the option of adjusting the following things in the “Settings” tab:

Import of the field

Here you will find the code you need to fill in the event-specific field for your guests when you import guests with an Excel file.

The name of the column must be as follows: Freely customizable name (CODE)

First and foremost, it is important that the code you copy here is written in brackets (). The name in front of the brackets can be defined freely.

Design

• Width in the registration form
  Here you can set the width of the field within the registration form on large screens. You have the choice between:
• --default--
• 100%
• 50%

Visibility

• Code for visibility of event-specific field
  If you enter a code here, only guests to whom you assign this specific code (Guest list > Click on guest > Settings > Activate event-specific fields) can see the field. This way, you can offer special options only to selected guests. If you change the code, you must reassign it in the guest's settings as well.
• Display field and content (Multiple selection possible)
  Here you can specify where the information from this field should be displayed.
  
  You have the choice between:
  
  • Emails to the guest
  • Check-in
  • Apple/Google-Wallet
  • Calendar entry
  • PDF

Placeholder

• Code for dynamic placeholders
  If you enter a code here, you can use it to utilize the value that the guest enters in this field as a placeholder for mailings, name badges or the event website. 
  You can find more information on the use of placeholders in our Documentation on placeholders.

Validation pattern

• Validation pattern
  In this field you can enter regular expressions to define which pattern the guest's input must follow, e.g. for flight numbers, ID numbers, IBANs, etc. You can find some examples of this on this page.

Other

• The guest is not allowed to edit the field
  If you activate this option (=Toggle on green), the guest will NOT be able to edit the information in this field. However, if the field is visible in the form, the guest will see the information you have predefined.
• Include when exporting contact documentation
  Activate this option to display the field as a column in the contact documentation.
• Show in wallet
  If you activate this option, the value of the field will be displayed on the front page of the Apple/Google Wallet.
  Attention: Please use this option sparingly, as the space for displaying further information on the wallet front page is very limited!
• Private field
  If you activate this option, the field will be emptied when the guest clicks on the “Register another guest” button after a successful registration, so that the next guest who registers cannot see what the previous guest entered in this field.
• Use field for conditions
  If you activate this option, the content of this field is also transmitted to the browser if it is not visibly displayed to the guest in the form. You can then use it for conditions that you want to define internally. However, the guest will not be able to see any of this.
• Include the number of accompanying people in the statistics for this field
  If you activate this option, the number of accompanying persons for this field will be included in the “Statistics” tab of the event.
• Use the content of the field as a ticket (QR code)
  If you activate this option, the value from this field will be used to generate the QR code that can be found on the guest's ticket.
  
  Important: This option is only available for the main guest, not for accompanying persons!

In the “Conditions” tab, you have the option of defining conditions that must be met in order for the event-specific field to be displayed to the guest.

This is how:

• First decide whether you want to define "AND" or "OR" conditions
  
  • AND: If you choose this option, all the conditions that you create for this field must be fulfilled in order for a guest to see the field.
  • OR: If you choose this option, only ONE of the conditions you create for this field must be fulfilled in order for a guest to see the field.
• Click on the "+Add condition" button
• Under “Field”, select the respective field to which the condition should apply
• Under “Operator”, select an operator. Depending on the type of field you are referring to, you have the choice between:
  
  • Is true / Is false
  • = / != (equals / doesn't equal)
  • is not empty / is empty
• If you select the operator = or !=, a third field is displayed in which you can specify the respective value that the field must (not) have
• Following these steps, you can add as many conditions as you like, of which either ALL or only ONE must apply (depending on the setting above) in order for the guest to see the field.
• Click on "Save" - done!

You can edit the event-specific fields that you've created at any time.

This is how:

• Go to the "Form" tab of your event
• Click on the pencil icon next to the field that you want to make changes to
• Make the desired changes
• Click on the "Save" button in the dialog window

Note: The field type can not be changed after creating the field! If you want to use a different field type, create a new event-specific field.

If you no longer need an event-specific field, you can delete it at any time.

This is how:

• Go to the "Form" tab of the event
• Click on the pencil icon next to the event-specific field that you want to delete
• Activate the “Delete irrevocably” option at the bottom of the dialog box (= Toggle on green)
• Click on "Delete" button
• Read the note in the new pop-up window carefully and follow the instructions to confirm the permanent deletion!!
• Click on "Confirm"
  
  Attention: With this click the data will be irretrievably deleted!!

Important note

Please note that when deleting an event-specific field, all data contained in the field will be deleted - including the data that your already registered guests have entered here!

We therefore recommend NOT deleting timeslot fields that are used for scheduling, as well as other fields with data relevant to you. If you simply want to hide them from your guests, but retain the data stored in them, we recommend hiding the field instead.

Hide event-specific fields in the form

This is how you can hide an event-specific field in the form so that your guests will not be able to see it:

• Go to the "Form" tab of your event
• Click on the "Edit" button in the top right corner
• Click on the red icon with the crossed-out eye next to the corresponding field
• Click on the "Save" button in the top right corner
• Done - the field will no longer be displayed to your guests in the registration form, but you can still view the field and the data that your guests (or you) have entered there in the back end and edit it if you wish.

For each field, you have the option of specifying whether it is displayed or not and whether the input is mandatory or voluntary. Regardless of whether it is a master data field, an event-specific field or a consent form.

This is how you change the status of a field:

• Go to the "Form" tab of your event
• Click on the "Edit" button in the top right corner
• Click on one of the symbols next to the corresponding field:
  
  • Red, crossed-out eye: Not displayed in the form
  • Green eye: Displayed in the form, voluntary input
  • Green star: Is displayed in the form, mandatory input
• Once you have made all the desired settings, click on the “Save” button in the top right-hand corner