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 questions to the forms?

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

Default questions

The default questions 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 questions to the forms

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

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

Click here for further information on how to configure questions 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 question 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.

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 notifications: 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.
• Event fields on form: Display event custom fields for selection 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 questions. It also has the following non-mandatory fields:

• Templates, that allows booking users to choose a Template for their event.

• Tags, that allows booking users to choose one or multiple existing Tags for their event.

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 Authorize, 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.

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.

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 this 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 Authorize, 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.

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.