Registration form setup

The registration builder is where you design the form attendees fill in, brand it and publish it. Planners use it for each event. A new event starts from your organisation's default form, and every change you make is saved against this event only.

Open the builder#

1. 1
   Open your event and choose Registration configuration. On a new event you can also press Configure registration on the start screen.
2. 2
   The builder opens on the Group flow. Use the Individual, Group and Public links at the top to change flow.

The screen has a top bar with the flow links, the forms bar and the save controls. Below it, a Sections list and Version history sit on the left, the settings are in the middle and a Live preview is on the right.

app.thehapr.com/hub/…/registration-config/individual

1. 1Add a new form to this flow.
2. 2Copy the registration link for this form.
3. 3Save your work as a draft.
4. 4Preview the form full width.
5. 5Publish the form.
6. 6A section of questions. Press it to choose its questions.
7. 7Save a named version you can return to.

Registration has three flows, each set up on its own.

If you see Showing your organisation's default registration form, this event has no form of its own yet. You are looking at your organisation's default, and it keeps updating until you save. The first save gives the event its own copy, and later changes to the organisation default no longer reach it.

Add, copy or remove a form#

Each flow can hold several named forms, for example one for staff and one for guests. The Forms bar shows the forms for the flow you are on. A green dot beside a form name means it is published.

1. 1
   Press New form.
2. 2
   Type a name in Form name. It can be up to 80 characters.
3. 3
   Press Create form. The new form opens, copied from your organisation's default, and starts as a draft.

Other form controls sit at the right of the Forms bar.

• Press the link icon (Copy registration link) to copy the link for the form you are on. A short note says Open link copied.
• Press the copy icon (Duplicate form) to copy the saved fields of this form under a new name. Branding is shared by every form of the event, so it is not copied.
• Press the pencil icon (Rename form) to change the display name.
• Press the bin icon (Delete form), then Delete, to remove it. Attendees assigned to it fall back to the flow's default form.

The default form of each flow cannot be renamed or deleted. You can change what it asks, but you cannot remove it.

If you have unsaved edits, New form and Duplicate form first show the Unsaved changes dialog. Choose Save draft & continue to keep your edits, or Leave without saving to carry on without them. Duplicate form always copies the form as it was last saved.

Choose the questions#

The Form tab under Design holds the form's own settings. They are the privacy consent, the travel admin support gate and a card for each section. The sections are Personal information, Social media, Identity document, Travel details, Visa support, Dietary, Clothing sizes, Health and accessibility, Company info, Role and event info and Confirmation.

Press a section name in the Sections list to jump to its card. The number beside it is how many questions are visible.

For a section you can do the following.

• Rename it in the title box. Names can be up to 60 characters. Press Reset to go back to the built-in name.
• Hide or show the whole section with its switch.
• Move it with the up and down arrows. A move is refused when a question would end up before the question its rule depends on.
• Press the arrow at its left to collapse or expand the card.

Confirmation is always last and cannot be hidden or moved.

For each question you can do the following.

• Reword it in the text box. Leave the built-in wording and it keeps following any later improvement.
• Switch between Req and Opt to make it required or optional.
• Press the eye icon to show or hide it.
• Drag the grip at its left to reorder it inside its section.
• Add a rule with + Show only if… (see the branching steps below).

A few questions behave differently.

• Email address shows Required and cannot be changed.
• Questions about details already on file show an Editable or Locked button. Locked means the attendee sees the answer but cannot change it.
• Question wording can use a document token. A tip under the gate explains that it becomes the document the answer asks for, such as "passport" or "National ID".
• Airport questions offer every airport by default. Choose Use this event's airports to offer only the event's airports, or search for an airport and press Enter to build your own list. Press Offer any airport to go back to all airports.
• Photo and upload questions have a box for the text shown beside the upload box. A blank line starts a new paragraph.

Add a custom question#

1. 1
   Open the section where the question belongs and press Add custom question at the foot of its card.
2. 2
   Type the question in Custom question label.
3. 3
   Choose the answer type. The types are text, textarea, select, yes / no, checkbox, date and file.
4. 4
   For a select, type the options in one box, separated by commas.
5. 5
   Switch between Req and Opt. A new custom question is required.
6. 6
   Turn on Action item if organisers should get an action item when the question is answered.
7. 7
   Press the X to delete the question.

If you name a custom question the same as a built-in one, a warning tells you to use the built-in question instead, because answers to a custom question do not show in the Attendee manager.

The gate and branching#

Set up the gate#

The Travel admin support gate is one question every attendee answers before the form starts. Its answer decides whether the Identity document, Travel details and Visa support sections appear, so people who live locally never see passport, travel or visa questions.

1. 1
   Open the Travel admin support gate card and make sure its switch is on.
2. 2
   Type the question in Question the attendee answers first.
3. 3
   Under Answers, type each answer in Answer text (what the attendee selects). Press Add answer for more.
4. 4
   For each answer, press Travel, Visa and Document to switch on the sections it reveals.
5. 5
   When Document is on, press Docs to choose which documents are accepted. The choices are Passport, National ID, Other Govt IDs and Others. Press OK when you are done.
6. 6
   Switch the Req and Opt pair beside Docs to say whether the upload is compulsory for that answer.
7. 7
   Press the X beside an answer to remove it.

For example, "Travelling from abroad" can reveal all three sections, and "I live locally" can reveal none.

A few rules apply.

• An answer that reveals both Document and Visa makes a passport mandatory. An answer that reveals Document only can accept other documents.
• If you switch the gate off, every section is on the form for everyone.
• Upload instructions let you write copy shown beside the document upload. Press Add instruction, type the text and tick the document types it applies to. Tick every type and it always shows.
• The Show always button on a question in a gated section makes it appear even when the attendee's answer does not reveal its section. It only appears while the gate is on, and branching rules are ignored for that question.

Branch a question#

A question can be shown or hidden by an earlier answer. A hidden question is removed from the form, not just made optional, so it can never stop someone from submitting.

1. 1
   Press + Show only if… under a question.
2. 2
   In Show only when, choose the earlier question. You can only choose a question asked before this one.
3. 3
   Choose how to compare. The choices are is, is not, is any of and is answered. For a checkbox they are is ticked and is not ticked.
4. 4
   Choose the answer, or tick several for is any of.
5. 5
   Press the X to remove the rule.

Rules are available in Personal information, Identity document, Travel details and Visa support. The earlier questions you can use are yes / no questions, checkboxes, the document type, the visa question and the gate question.

If other questions branch off a question and you hide it, a warning line names them, so you do not strand a branch by accident.

Set up a team form#

On the Group flow, a point of contact registers a whole team. A Group display settings card at the top of the Form tab controls the words they see.

• Group label, for example Team.
• Sub-group label, for example Game title.
• Member label, for example Player.
• POC label, for example Team manager.
• Participation verb, for example playing.

A line under the boxes shows the question these produce, such as "Are you also playing in any of these teams?". Change them to fit your event, for example Department, Delegation or Delegate.

Write the privacy consent#

The Privacy consent card is shown first, above every section. Type the Statement, and press Add link to link your full policy. Give each link its text and web address. You cannot save a version or publish without a statement. The HAPR Privacy Policy link appears on every form and cannot be removed.

Brand the form#

The Design card at the top has four tabs. Header, Footer and Landing are shared by every form of the event. Form is the questions above.

Header#

1. 1
   In Background, choose Colour or Image URL.
2. 2
   For a colour, set Background colour. For an image, paste an address or press Upload image. Press Remove to clear it.
3. 3
   For an image, choose Image fit (Fill, Whole image or Stretch), drag the preview to choose the part that stays in view, and set the zoom. Press Reset to go back. Use Dark overlay to darken the picture so text stays readable.
4. 4
   Switch Show logo / icon on and press Upload your logo. Press Remove to go back to the placeholder. Use Logo size and Logo position (Left, Middle or Right) to place it.
5. 5
   Under Text, fill in Header, Sub-header and Note. The header is required and starts as the event name. Use the note for a deadline or a contact.
6. 6
   Set the Text colour and the Accent colour. The accent is used for radio buttons, checkboxes and the submit button.

Banners work best as a landscape picture of about 1600 by 500 pixels (at least 1200 by 400), as a JPG, PNG or WebP of up to 8 MB. Logos are best at 75 by 75 pixels, as PNG or SVG.

Footer#

1. 1
   Under Company links, press Add link for each link, up to five. Give each a Link label and either a web address or an uploaded file (PDF or image) using the paperclip.
2. 2
   Write the Short privacy note. Keep it to one sentence and link your full policy above.
3. 3
   Use the switch beside the Powered by HAPR line to show or hide it. It is on by default.

Landing#

The landing page is what attendees see before the form.

1. 1
   Choose Dark or Light, then Colour, Gradient or Image for the background. Set the colours, the gradient angle, or press Upload event image.
2. 2
   Switch Show event logo on and press Upload logo. Use Logo size to resize it.
3. 3
   Under Event details, set the Event title, Venue and Date / time. Anything you leave empty is filled in from the event's details. Add an Intro text. The font buttons change the title and the venue and date styles.
4. 4
   Under What you'll need, press Add item to list up to six things attendees should have ready. Give each an icon (or press Upload PNG), an item title and a short description. A guide option can show a passport or photo guide.
5. 5
   Under Registration code, set the Code prompt, Code help text, Begin button and Expired link wording.
6. 6
   Under Public registration, switch on the option for people with no code and set its Prompt and Button label.

Image uploads are stored for you and must be 8 MB or smaller.

Preview the form#

The Live preview on the right follows the tab you are on. Landing shows the landing page. Header, Footer and Form show the form. On a group form a Dashboard button shows the team page a point of contact sees.

Press Preview at the top for a full-width preview. You can fill it in to test your settings. Nothing is saved, uploaded or submitted. Press Exit preview to go back.

Save, version and publish#

1. 1
   Press Save draft while you work. Attendees still see the live form.
2. 2
   To keep a named version you can return to, press Save snapshot under Version history, name it in Version name and press Save version.
3. 3
   Press Publish to make the form live. It saves a version and makes it live in one step. When the form is already live and has no unsaved edits the button reads Re-publish.

The top bar shows where you are.

• ● Unsaved changes means your edits are only in your browser.
• Draft means saved but not live.
• Published · v4 means a version is live. The number rises with every publish.

Under Version history, press a version to load it into the editor. Your working copy then shows as unsaved. The live version is marked LIVE. To change what is live, press the upload icon on an earlier version (Publish this version) to make it live again. Press the bin icon to delete a version. The live version cannot be deleted until you publish another.

Share the form#

Press Copy registration link on the Forms bar and use the link in your invitation emails. To send different people to different forms, assign forms by role in the Attendee manager. A form must be published before it can be assigned.

Attendees land on the event's branded page and type their access code. A code works for 48 hours. If it has expired, they can use the expired link on the same page to have a new code emailed to the address their invitation went to. See Registering for an event for the attendee's side.

Good to know#

• If you leave with unsaved edits, HAPR asks whether to keep editing, leave without saving, or save a draft and leave.
• Publishing a form for an event that is still a plan turns it into an event and counts towards your event allowance. See Quotas and credits.
• Header, footer and landing settings are shared by every form of the event. Changes appear on the live form only after you publish again.
• Anyone who can open the event's Registration configuration page can edit and publish its forms.
• The same passport or ID number cannot be registered twice for an event.

If something looks wrong#

• This form did not load. Reload the page before editing. Saving is switched off so a form that failed to load cannot overwrite the real one. Reload the page.
• Add a privacy statement before saving a version or publishing. You can extend the default one, but not leave it empty. Fill in the Statement in the Privacy consent card, then try again.
• This form holds an image from before uploads became files. Reload the page to get the current form, then try again. Your page was open from before an update. Reload it.
• This plan changed while you were publishing. Please try again. Press Publish again.
• This version is live. Publish another version first, then delete it. Make a different version live, then delete the old one.
• Upload failed. Please try again. The image did not upload. Try again, and check the file is a JPG, PNG, WEBP, GIF or SVG of 8 MB or less.
• Could not create the form, Could not duplicate the form, Could not rename the form or Could not delete the form appear briefly in the top bar. Try again.
• A save that fails shows Failed followed by the reason in the top bar. It stays until your next action so you can read it.
• When publishing would take you past your event allowance, a message explains the limit and points to billing. See Quotas and credits.
• The live form still shows its old branding after you change the header, footer or landing. A notice says the live form still shows the branding and privacy text from its last publish. Press Publish again.