Adding customisable questions to event sign-up

In addition to being able to customise the fixed questions on an event's sign up form, it's super easy to add your own custom questions that people will complete when signing up for one of your events; ideal for soliciting all that extra essential information you need prior to the event, making event planning and management even easier.

In this article

Introduction
Customising the fixed questions
Adding custom event questions
Question response 'types'
Managing event sign-up question responses

Introduction

If you're offering catering at an event you'll likely want to know about any special dietary requirements or intolerances of those signing up. Or maybe you're running a conference and you want to know the preferred media format delegates want your conference materials provided in or the choice of seminar they would like to attend. Or get really creative and solicit feedback on how people heard about your event or invite people to opt in to join your mailing list to be kept informed about other events. And for events involving children and young people, you can customise the questions to make it clear whether you require parent or child sign up details and ask your all-important parental-consent questions.

Essentially event questions are perfect for soliciting all the pre-event information you need from your sign-ups in order to plan and deliver your event.

Note that event questions are only surfaced on the Event Page if Sign up through Event page is enabled in the event's Sign Up settings. Additional Sign Up options further enable Sign up through My ChurchSuite and Sign up through Connect/Embed.

Customising the fixed questions

For any event with sign up enabled, four fixed questions are included on the event sign-up form by default - to collect the sign-up's name, email, phone and notes. You can Edit these fixed questions, perhaps to 'require' more or less information from sign-ups, to change the fixed question terminology to better suit the event's audience, or to hide a fixed question that isn't necessary for your event.

For example, the Name question can be customised e.g. perhaps Child Name may be more suitable for your event. A sign-up's name is always Required, so this field is always Visible.

The Email question can be customised - perhaps renamed to suit your event e.g. Parent Email. Remember, an email address is required for sign-up confirmation emails to be sent; however, you can set this field Not required (no confirmation will be sent if the email address is left blank), or always Required, including for additional sign-ups added to the form, or only Required for first sign-up, but optional for additional sign-ups. The email field is always Visible.

The Phone question can be customised - perhaps renamed to suit your event e.g. Parent Phone. This question can be optionally set Hidden or made Required.

And finally, the Notes question can be customised - perhaps renamed to something more suited to your event, or even set Hidden if you don't want that option on the form.

Adding custom event questions

Working within the event's "View" page - for an event with 'sign up' enabled - click into the Questions tab and click Add question.

On the Add question pop up, enter your custom question Name (max 250 characters), suitably-phrased, and select the question Type (see next section for further explanation of the types). You can optionally set the question as Required. For sequence events where 'Sign up to the sequence' is disabled, optionally tick to Add to sequence. Finally, click Save to add the new question.

Depending on the question Type selected, you will add one or more Options from which the person signing up will select. Notice that Options can be re-ordered (without affecting existing sign-ups) if necessary.

Continue adding questions as required. You can return to the event's Questions at any time if you need to make changes. Notice the options to change the Order that questions appear on the sign-up form, and the options to Edit, Delete and View changes.

Important!

Extreme caution should be exercised when making subsequent changes to event questions where there are already sign-ups for the event. Changing a question's response Type to a type with a different data format will result in loss of existing question responses for that question. Similarly, deleting a question will delete all responses for that question for all existing sign-ups.

Caution should also be exercised when adding, removing or re-naming response type Options after sign-up has begun. Doing so will affect existing sign-up question responses and may result in loss of sign-up response data.

Question response 'types'

  • Single sentence - ideal where a short, 'free text' response is needed.
  • Paragraph - ideal where longer 'free text' responses are needed.
  • Drop-Down List - create a defined list of Options from which a single option is selected. The first Option response is the default pre-selected response. If the question is 'Required', no default is pre-selected; instead a "Please select" is displayed. Drop-down lists are recommended where you have more that 5 options.
  • Checkbox List - create a defined list of Options from which multiple options or no options can be selected.
  • Radio List - like drop-down list; create a defined list of Options from which a single option must be selected. The first Option response is the default response. Radio lists are recommended where you have 5 or fewer options.
  • Date - using a date picker, gather an all-important date, such as a date of birth. The date picker format is region-specific.

Managing event sign-up question responses

Event question responses are retained against each sign-up in your event Sign-Ups list. You can easily drill down to see individual responses to event questions. Question responses are also included in the sign-up confirmation email that is sent to the person signing up and in the sign-up notification sent to event overseers (if enabled).

You can view the detailed sign-up list at ant time, including custom questions responses, using the View all signups option; using the Download sign-up list option allows you to export the list of sign-ups with question responses in CSV file format. This report is helpful for event overseers and your events team, so they can plan or prepare accordingly.

You can filter the list of Sign-Ups using the Advanced Search filters, including by event Question responses.

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