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.

Screenshot showing how to create a new form at the company level

All people who have administrators' permission at the company level will be able to create new forms and edit them.

Forms type

There are three types of forms:

Form types
  • 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.
  • Membership form: This form is for use together with Contact lists at the company level. Company administrators can approve submissions, adding approved users to the target Contact lists.
For more information on using Membership form with Contact list, refer to our Contact list article.
  • 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.
If administrators answer event booking forms, events will instantly be created with no need to await approval.

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
Screenshot showing default fields

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.

GIF showing how to add a new field to the form

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

Editing a question

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.

Screenshot showing the Online Signature question configuration.
  1. Set the form to Public in Form Settings.
Gif of the Form Settings with Public form checkbox checked.

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.

The Online Signature field will not be visible from the live form.
Screenshot showing the live form without the Online Signature field and the submission review page with the Online Signature field.

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.
If set to invisible, the online field will not appear.
Online signature field for users

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

GIF showing the online signature field.

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.

The event organizer can also sign in the created invisible signature field within the Submissions section.
Sign button

Form Sections

Sections allow you to separate fields of the custom or booking form into their own group. With sections, you can group similar fields on your form for better organization. You can also add titles and subtitles to better describe each section.

How do I add sections to the form?

To add a section to the form, carry out the following steps:

  1. Click on Sections tab.
  2. Click on the + Add section button at the top of the page.
  3. Enter the section title in the field that appears.
  4. Press the blue New section button.
Gif showing how to create a section

How do I add fields to a section?

You can add a field to a section when creating the field or after creating the field.

  • To add a field to a section when creating a field, select the section from the Field section dropdown menu. The field will be automatically displayed under the selected section once created.
The Field section only appears if you have created sections.
Adding a field to a section

  • To add an already created field to a section, simply click on the field, press the Edit button, and select the desired section from the Section drop down menu and select the section desired. The field will then automatically appear below the selected section.
Gif showing how to add fields to a section

How do I edit a section?

After creating a section, you can customize it by clicking the Edit button at the top right of your screen. This allows you to modify the following section attributes:

  • Name: Modify the name of your form.
  • Description: Add a description of your form.
  • Conditional from: This field is relevant when setting sections as conditionals. Refer to this article to learn more.
  • Conditional option from: This field is relevant when setting sections as conditionals. Refer to this article to learn more.
  • Dedicated page: When set to Yes, the section and fields attached to it, will be invisible, when set to No, the section will appear within the form beneath Further information.
  • Add translations: You can add translations to your Name and Description fields. To learn how to add translations refer to the section How do I add translations to sections.
Gif showing how to edit a section

How do I re-order a section?

After creating custom sections, you can re-order the sections' placement. To do so, follow the steps below.

  1. Click on Edit within the Sections tab.
  2. Click and hold the drag handle button of your target section.
  3. Drag and drop the section to the desired placement.
  4. Click End to save your changes.
Gif showing how to re-order a section

After completing the steps above, your sections will be re-ordered.

How do I remove a section?

To remove a section, click on the Edit button, click on the Delete section button within the section you would like to remove. Click on Remove.

Gif showing how to remove a section
 When you remove a section, the created fields within that section will become uncategorized and appear close to the default fields. Suppose you want to remove the transferred questions. Go to the Fields tab and delete the questions.

Form settings

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

Form settings
  • Form title: Modify the title of your form.
  • Form description: Modify the description of your form.
We recommend limiting your booking form description to 1000 characters, including spaces, to prevent any issues with the form's layout.
  • Form owners: Add or modify the owners of your form. A form can have multiple form owners.
If you assign one or more owners to a form, each person will receive the same email notification each time a new event booking request is submitted.
  • Same team notification: Set whether or not to notify the approvers of the same team as the requester.
To learn more about Teams, refer to our Company user teams article.
  • 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.

Form on company menu
  • Event fields on form: Set whether or not to display event custom fields on form (enabled by default, uncheck to disable).
Same team notification, Add form to company menu and Event fields on form are only available in Booking forms.
  • Public form: Set whether or not to make your form accessible to everyone with the link.

Form branding

In the Branding tab, you can decide to brand your form by adding cover images as well as other customized details. You can configure the following items:

  • Cover image: Add a cover photo to your form.
For a full and optimal coverage, we recommend using an image with size 1700x630 (px by px). 
  • Font style: Choose a font style for your form.
  • Subtitle/ disclaimer: You can add a subtitle or a disclaimer for your form. The text box provides tools for text customizations.
  • Welcome section: Enable a welcome section which will be displayed before further accessing the main content of the form. When enabled, you can add a message as well as customize it using the tools available in the text box. A sub field, Welcome CTA label, will be displayed, where you can add a CTA (call to action) message for the welcome section.
You can simply disable the checkbox if you wish to deactivate the Welcome section on your form.
  • Confirm button label: Add a label to customize the Confirm button of your form. This appears at the end of the form.
  • Footer: Add a footer to your form. You can customize the footer using the available tools in the text box.
Branding

After customizing your form, below is an example of how it will appear:

Branding example

When you enable the Welcome section without adding any text or CTA label, the form is simply going to show the Next button. Once you click on Next, the main content of the form will be displayed.

Simply click Next

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:

Previewing the form

Booking form sections

The booking form contains three sections, which are:

  • Event information
  • Access settings
  • Further information: This section only appears if you have created custom fields on your form.
  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.
The Template field can be removed from the booking form by enabling the Event booking templates lock tool under Account > Tools > Block section at the company level.
  • Tags: This field allows booking users to choose one or multiple existing Tags for their event.
The Tags selector can be removed from the booking form by enabling the Event booking tags tool under Account > Tools > Block section at the company level.
  • Event field: If you have added event fields to your event and also enabled Event fields on form tool under the Form settings, it will appear on the booking form.
Booking form sections
  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.
You can add as many admins as you want by clicking on the +More admins button.
The Pre-select event admins selector can be removed from the booking form by enabling the Event booking admins lock tool under Account > Tools > Block section at the company level.
Access settings

  1. Further information, only appears if you created for your booking form.
When sections are created and fields are added to the different sections, they will be grouped accordingly on the form.
Further information
You can customize the Terms of Service heading at the bottom of the form, by navigating to Account > Headings at the company level, and changing the Booking - Terms of service heading to a label of your choice. Refer to this article to learn more.

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.

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.

For more information on administrators and company users, refer to our Users article.
Form submissions approval or rejection

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

approving a submitted form

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.

Your event has been approved

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.

Rejecting a request

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

Rejection email

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.

Submissions management

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

Screenshot showing the form overview at the Submissions page.

  • 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.

Screenshot showing the Submissions 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.
Pending is selected by default.

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.
Archiving a booking form

You can archive submissions that have the approved, pending and rejected status. Once a submission is archived, it will no longer appear on the Submissions list.

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.

Unarchiving a submission form

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.

Screenshot showing the assign admin pop-up box.

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.
Editing a booking form submission

Approving and rejecting event booking form requests from the Submissions page

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.

Reject and approve buttons at the end of the form.

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 in the rejection email.

Adding a rejection explanation is optional.
Rejecting a request
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.

Approving a rejected form
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.

Screenshot showing the Print button on the form submission page.

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

If the form submission includes one or more signatures, you may need to enable Background graphics on your browser's Print pop-up dialogue to ensure they are printed.


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