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.

Create new form

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

Forms type

There are two 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.
  • 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 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
Default questions

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.

How to create questions for the forms

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

Editing a question

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.

Screenshot showing the Online Signature question configuration.
  1. Set the form to Public in Form Settings.
Screenshot 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.

Form settings

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

Form owner
  • 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.
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 notifications: Set whether or not to notify the approvers of the same team as the requester.
This feature is only available for Booking forms. 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.
  • 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.

Previewing forms

Booking form sections

The booking form contains two major sections, which are:

  • Event information
  • Access settings
Screenshot showing the default Event booking form.
  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.
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, that 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.
If you have added Custom fields, they will appear in this section.
  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:

A third section - Further information, is a conditional section and will only appear if additional questions were added to the booking form.
Further information

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, 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.
Pending is selected by default.
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.
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.

Reject and approve buttons at the end of the form.

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.

Rejecting a 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.

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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