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Practice Management Source: Available: All sources
The Event registration form provides a template for practices to collect registrations for events, including seminars, workshops, and client information sessions.
The Form displays event information and collects attendee contact details, guest information, and dietary requirements.
Download the Form template and import it into FYI. You can then customise the event details and generate an external link to share in invitations, emails, or on your practice's website.
Before using the Form: The Event registration Form includes placeholder event information. Replace the event name, title, description, date, time, location, and target audience details with information relevant to your event. Review the registration confirmation wording and the 'Free Event' label before sharing the Form.
What's included in the Event registration form?
The Event registration form includes information about the event and fields for collecting attendee registrations. Expand the sections below for more information.
Event details
The Form displays information about the event, including:
- Event name and title.
- Event description.
- Date and time.
- Location.
- Target audience.
- The 'Free Event' label.
The template contains placeholders such as [Event Name], [Event Title], [Event description], [date], [time], [location], and [target audience description].
Replace these placeholders with your event information. If the event isn't free, review and update the 'Free Event' label to accurately describe the event.
Registration details
Collect information about attendees registering for the event, including:
- First Name and Last Name.
- Business Name, if applicable.
- Email Address.
- Mobile Number.
- Whether the attendee is bringing another guest.
- Guest name, where applicable.
- Dietary requirements.
These details help practices identify attendees and collect information relevant to event planning.
Registration confirmation
The Form includes wording advising attendees that submitting the Form registers them for the event and that confirmation and additional event information will be sent to their email address.
Review this wording to ensure it reflects your practice's registration and communication process.
The wording doesn't automatically configure a confirmation email. If attendees are to receive a separate email, the practice must arrange the appropriate notification process.
Importing the Event registration form
Download the Event registration Form using the file attached at the bottom of this article.
Once you've downloaded the file, import the Form template into FYI. Refer to Managing form templates for instructions on importing a Form template.
What's next?
After importing the Event registration form, review the template and customise it to suit your event and practice requirements.
Updating the event details
Before sharing the Form, replace all sample event information with the correct details for your event.
- Replace the event name, title, and description.
- Update the event date, time, and location.
- Update the target audience description.
- Review the 'Free Event' label and update it where required.
- Review the registration confirmation wording, including any reference to a follow-up email.
Review the registration fields, guest information, and dietary requirements to ensure they reflect the information you need to collect from attendees.
For more information on editing Form fields and configuration, refer to Creating templates for Forms.
Reviewing Form Rules
This Form uses Rules to dynamically display or hide fields and panels based on the information entered by the user. After importing the Form template, review the Rules in the Form Template Builder to ensure they're configured correctly for your practice. Follow the instructions in Creating a dynamic form using rules to review and configure the Rules, then test the Form to confirm the relevant fields and panels are displayed based on the responses selected.
Preparing the Form for external use
Before sharing the Form, review the template's AutoFile settings to ensure submitted responses are filed to the appropriate Cabinet and Categories, where applicable.
It is recommended that the Form template has a Filing Status of Active before generating and sharing an external link.
For more information on editing and updating Form templates, refer to Managing form templates.
Sharing the Event registration Form
You can generate an external link from the Event registration Form template. This creates a General Form that attendees can open in their browser to complete and submit their registration details.
To generate the link:
- Navigate to Knowledge - Templates in FYI.
- Select the Event registration Form template.
- Click the Doc Link tool drop-down in the toolbar.
- Select External Link. The link is copied to your clipboard.
- Paste the link into your event invitation, email, or practice website.
Refer to Creating a direct link to a general form for detailed instructions on generating and sharing the link.
Before distributing the link, open it in a browser and review the live Form to ensure all event details and registration fields are correct.
Reviewing event registrations
When an attendee opens the external link, the General Form opens in their browser. They can enter their registration information and submit the completed Form.
General Forms aren't linked to a specific client record in FYI. Submitted responses are filed according to the Form template's AutoFile settings, where applicable. If no template AutoFile settings have been configured, the practice's AutoFile Settings and Defaults apply.
General Forms don't save partially completed responses. Attendees must complete and submit the Form before closing the browser window.
After receiving a registration, review the attendee and guest details as part of your practice's event management process.
Submitting the Form doesn't automatically send a separate event confirmation email or manage attendee lists. Practices should arrange any required confirmation and follow-up communications.
Changes to a Form template also apply to active and submitted Forms created from that template. If event details need to change after publishing the link, review the impact on existing registrations before editing the template.
For more information on General Forms and submitted responses, refer to Creating a direct link to a general form.