Briefing Management: event booking forms and custom forms

Your event spreadsheet can be replaced by a system that enables you to create forms and important business regulations for your organization. The forms are made so employees can fill them out, thus helping the process of requesting event bookings. In addition, you can grant access to agents, such as event agencies and suppliers, and, through the main panel, request additional information.

How do I set up a new form?

At the company level, click on Booking > Forms > New form. Then, fill in the form name, define its type and press Create.

Forms type

There are two types of forms:

• Custom form: The goal is to capture information regarding any theme. Simply provide the form link so it can be responded. The answers are available for export.
• Event booking form: This form should be shared only with booking users. By using this form, they will be able to request the creation of an event.

How do I add fields to the forms?

The booking form comes with four default fields. It also allows you to add new fields or questions and modify existing ones.

Default fields

The default fields on the booking form are mandatory to fill in because they collect essential information about the requested event. They are:

• Event name
• Timezone
• Start date
• End date

Adding new fields to the forms

You can add new fields or questions to the forms by selecting the form you wish to add fields to and pressing Edit on the top right corner. Then, type your field name or question in the box provided at the bottom of the form and press New field.

Once you have added a new field, you can click on it to edit it.

Click here for further information on how to configure fields on forms.

Adding form approver signature

You can configure your form to have the signature of the approver by using the Online Signature option. To do so, follow the steps below:

1. Create a field with the Online Signature answer type on your event booking form.
2. Set the question to invisible by unchecking the Visible checkbox.

1. Set the form to Public in Form Settings.

After completing the steps above, the form approver will be able to view the Online Signature field and enter their signature by pressing the Sign now button when reviewing a form submission.

Adding online signature field for Custom forms

If you are configuring a custom form, you can set up your custom form to have an online signature field for the participant when filling the form. To do this follow these steps:

1. Create a question with the Online Signature answer type on your event booking form.
2. Open the question and click on Edit.
3. Set the question to be visible and required by checking the Visible checkbox.

1. Set the form to Public in the form Settings.

The signature field will appear as a required field for the participant to input their signature when filling the form.

If the online signature field is set to visible but not required, on the Submissions section of the custom form, a blue Sign now button will appear so that even if the form was already submitted, the participant can later on add their signature. When the participant clicks on the Sign now button, a window will appear for them to write or draw their signature, Once done click on Sign, and the signature will be saved to the custom form.

Form settings

In the Settings tab, you can configure the following items:

• Form title: Modify the title of your form.
• Form description: Modify the description of your form.

• Form owners: Add or modify the owners of your form. A form can have multiple form owners.

• Same team notification: Set whether or not to notify the approvers of the same team as the requester.

• Add form to company menu: Set the form to be visible in the left company menu area, under the Booking section. Below is an example of how the form will appear in the left menu company area when this tool is enabled.

• Event fields on form: Set whether or not to display event custom fields on form.

• Public form: Set whether or not to make your form accessible to everyone with the link.

Previewing your form

To preview your created form, click on the form you want to view, and then press Preview. The form will open automatically on a new page.

Booking form sections

The booking form contains two major sections, which are:

• Event information
• Access settings

1. Event information: This section contains the four mandatory default fields. It also has the following fields:

• Template: This is a mandatory field that allows booking users to choose a Template for their event.

• Tags: This field allows booking users to choose one or multiple existing Tags for their event.

• Custom field: If you have added custom fields to your event and also enabled Event fields on form tool under the Form settings, it will appear on the booking form.

1. Access settings: This section allows the booking users to decide on the pre-selection of admins for their events. To pre-select admins, click on the Yes option, and a segment will appear to enter the details of the admin. Once the form submission is approved, the pre-selected admin will be automatically added to the event.

Form submissions

You can review and approve event booking form submissions in two pages: the Submissions tab in the Forms page and the Submissions page.

Submissions tab in the Forms page

To view event booking form submissions, click on the Submissions tab in the Forms page.

This tab will display all event booking form submissions of all statuses. To view the the event booking form submission, simply click one one of the entries from this page.

Approving and rejecting event booking form requests

Administrators or other users with form approval permissions can approve or reject event booking form submissions from this page. When a form with the Submitted status is opened, administrators or form approvers will see the Reject and Authorize buttons.

If you press Approve, a pop-up box will appear and you will be required to select an option: New event, Use Template or Copy event.

Once approved, the event will be created within the platform and the form submitter will be notified by email, with the link to enter the event.

If you press Reject, there will be a field for you to explain why the event request was rejected. The message you enter in this field will be sent to the booking user who submitted the request.

The booking user of the rejected request will receive a rejection notification email, as shown below:

Submissions page

Alternatively, you can also view event booking form submissions from the Submissions page at the Company level. To do so, navigate to Booking > Submissions and click on the desired form.

At the top of the page, you will find four boxes with general information about the submissions:

• Total requested: Counts how many event booking forms have been submitted.
• Pending: Counts how many event bookings are pending approval.
• Approved: Counts how many event bookings have been approved.
• Rejected: Counts how many event bookings have been rejected.

Filtering submissions by status

From this page, you can filter event booking form submissions by status by clicking on the Filter drop-down box.

The available status filters are:

• All: Display forms of all statuses.
• Rejected: Display rejected forms.
• Pending: Display pending forms.
• Approved: Display approved forms.
• Archived: Displays archived forms.

How do I archive booking form submissions?

To archive a booking form follow these steps on the Booking > Submissions page:

1. Click on a booking form.
2. Click on Edit and the Archived column will appear.
3. Tick the Archived checkbox of the submission form you want to archive.
4. Click on End.

To unarchive a submission form, use the status filter and select Archived to see the archived submission(s), click on Edit to display the Archived column, then untick the checkbox.

Assigning an administrator to an event

You can assign an administrator to an event from this page by clicking +Assign under the Assigned to column. On the Assign to pop-up box, select the user to be set as administrator and press the Assign button.

Editing event booking form submissions

On the Submissions page, booking form owners have the ability to edit their booking form submissions. To edit a booking form submission, follow these steps:

1. Locate and click on the form you wish to edit from the Submissions dashboard.
2. Click on the Edit button at the top right corner.
3. Make the desired changes to the booking form information.
4. Click on the End button to save the updated information.

Approving and rejecting event booking form requests

Administrators or other users with form approval permissions can also approve or reject event booking form submissions from the Submissions page. When a form with the Submitted status is opened, administrators or form approvers will see the Reject and Approve buttons at the end of the form submission.

If you press Approve, the event will be created within the platform and the form submitter will be notified by email, with the link to enter the event.

If you press Reject, there will be a field for you to explain why the event request was rejected. The message you enter in this field will be sent to the booking user who submitted the request.

The booking user of the rejected request will receive a rejection notification email.

Can I approve a rejected submission?

To approve a submission initially rejected, go to the Submissions page, select the booking form, and choose Rejected from the filter drop-down to locate the submission. Click on the form, scroll down, and press Approve. Once approved, the event will be created on the platform, and the submitter will receive an email notification with the event link.

Printing event booking form submissions

Event booking form submissions can be printed directly from the platform. To do so, navigate to Booking > Submissions from the Company level, select the form, and select the form submission to be printed. The Print button will be displayed on the right side of the form submission.

Clicking the Print button will prompt your browser's Print pop-up dialogue, from which you can further configure your print settings.