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Edit Registration Form Fields

The “Edit Fields” tab is where you will create and edit the online registration form that users will fill out when they register for your event. This is where you will choose what information you will be collecting (in the form of Fields) from registrants and what fees you will be charging them. Pictured below is the location of the “Edit Fields” tab on your registration page.

If you selected a template when you were creating your registration form then there may be some fields already selected here. These pre-selected fields can be modified or deleted as will be covered in the “Adding & Configuring Fields on your Registration Form” section of this documentation.

Cart & Individual Level Fields

 

The Edit Fields tab of the registration system is divided into two levels. These are “Cart Level Fields”  and “Individual level Fields”. This architecture was designed to make it easier for families to register together and to make it easier for clubs and event organizers to collect information on both, an entire family or group registering for an event, as well as each individual in the family/ group. When you first navigate to the Edit Fields tab, the individual level fields will be displayed. You can navigate between individual level and cart level fields using the Switch to Cart/ Individual Level Fields button pictured below.

Keep In Mind

Not all registrations will use both levels of fields. Often, for uses such as race registrations, only Individual Level Fields are needed.

Cart Level Fields

Cart Level fields are where you will add fields, such as fees, that you want to collect on a per-group basis. One of the most common uses of Cart level Fields is for club family memberships where there will be fees that will apply to an entire family.  Another common reason for Cart Level fields being used is for team registrations for events such as relay races.

Cart level fields will be the first set of fields that registrants will see when filing out their registration form. Groups registering will only fill out these fields once for the entire group. Once registrants have filled in the Cart Level fields, they will then be required to complete the Individual Level fields for EACH member of their family or group. This is unless only Cart level Fields have been selected for the registration form.

Individual Level Fields

The Individual level Fields are where you will select fields that will collect information from registrants on an individual basis. Program fees, Names, Waivers, Contact Information and volunteer sign-ups are all fields that would most likely be covered on an individual level.

Should I use Cart Level Fields, Individual Level Fields or Both?

Ultimately this is up to you and will depend on the type of registration you’re creating, but here is a little more information on the types of registrations most often covered by these different setups.

  • Cart & Individual Registration – This set up is most commonly used in club membership registrations where registrants often enter as a family. In this case you would configure fields in both the Cart and Individual level pages. If you do this, registrants will first need to fill out the cart level fields for their entire group or family, before filling out the individual fields for each registrant. Another common use of both levels of fields would be for team events such as relay races. Also with the two levels of fields your admin reporting (covered in the Reports section of this documentation) will have data on both cart and individual fields.
  • Individual Only Registration – This is the setup most commonly used in event or race registrations . If you have an individual only registration, registrants can still add multiple people to their cart and pay with one transaction. The transactions are still recorded and grouped into carts in some of the admin reporting as well.
  • Cart Only Registration – Although this option is not very common, there are times where you are running a very simple event or registration and you don’t need to collect data for every individual. One possible use of this setup would be registration for a banquet when all you need is the person’s name and how many tickets they want to purchase not the names of each individual.

Adding & Configuring Fields on your Registration Form

If your form already has pre-selected fields access the “Add New Fields” window by selecting one of the “Insert Field” options pictured below.

You can add an unlimited number of fields to both the Cart and Individual Level pages. On both levels, there are three different types of fields that you can add these are; Preset Fields, Fee Fields and Custom Data Fields. As well as fields you can also add form elements such as; Text blocks, Headings and Separators to your form.  You can also copy fields from a previous registration forms. These options are all highlighted in the picture below.

Tip

We recommend using as many Preset Fields as possible. These Fields are automatically linked to Preset Fields in Zone4’s registration reporting system as well as Fields in Zone4 Timing. Using Preset Fields will make your life easier!

How do I Copy Fields from Previous Registration Forms?

To Learn how to copy a custom field from a previous registration click here

Adding, Editing, Deleting and Changing Order of Fields 

Once you have selected the type of field you wish to add, a Configure Field window (example pictured below) will open. Though options in this window will vary depending on the type of field you have selected, some options are nearly universal. These are; the Field Caption, the Description, the Mandatory option, the Admin Only option, the Optional Display Dates Settings and the Optional Conditional Display Settings. Each of these will be covered in further detail in the “Configuring Common Field Options” section of this documentation. These options are all shown in the example pictured below.

Once fields have been configured, select the “Add to Form” button or if you choose against adding your field simply use the “X” button to get rid of your field. Both these options are pictured above. Fields that have been added will then appear on the fields preview window as is pictured below.

This process is the same for both Cart and Individual level fields.

Mandatory Fields

All mandatory fields will have a red star * next to them. This is true for both the administrator and user side of the registration system.

Adding New Fields 

Use the “Insert Field” button pictured below to add new fields in your desired location.

Previewing Public Form

It is highly recommended that you preview the public side of your form throughout the process of building your registration. This will give you a good idea of what your form looks like and how it functions. This will help you to troubleshoot potential problems and will result in a better registration form. You can preview the Public Form at any time by selecting the “Preview Public Form” button pictured below.

Configuring Common Field Options

Most fields share a common set of options. Below is a list with descriptions of these options.

Field Caption – This is the fields title that will tell registrants the type of information they need to provide in that field.  This will be displayed on the left of the field on the public side.

Description – Descriptions are used to provide additional information to the registrant for a given field. These can be used if the purpose of a field is not self evident, or simply to provide additional information as to why a field is necessary. If a description is entered, a small ? icon will be displayed next that field on the public side. When the registrant hovers their cursor over this icon the description you have entered will be displayed in a popup window. 

Mandatory -The mandatory option allows you to make a field mandatory.  Mandatory fields will have a red star next to them. If registrants do not enter any data or select an option they will not be allowed to proceed to the checkout. 

Admin Only – Admin only fields are fields that will be visible to those on the admin side, but will not be displayed on the public side of your registration form. This option allows administrators to have fields that they fill in for registrants. One common use of this feature is if you have a field where registrants answer a question about their skill level for a given activity. You could then have an admin only field where you can use this information to sort registrants into various groups.

Optional Display Dates – This option allows you to set a specific time frame for a field to be displayed on your registration form. This is useful if you want a field to only be available for a limited amount of time during your registration period. Many clubs use this if they only want registration for a certain program to be available for a short period of time when registering for their club might be open year round. 

Optional Conditional Display Settings- This feature provides the ability to have fields appear or disappear based on the information provided in another field. One use for this would be if on a race registration you ask “Do You have any Medical Conditions we should be aware of?”. If the registrant answers “yes” you could have a “Text Area” field appear where they can list what those conditions are. Below is a list of steps on how to configure this option.

  1. When configuring the field you want to be conditionally displayed, expand the Optional Conditional Display Settings section by clicking the + symbol.
  2. Next you will use the drop down menu in the “Display when Field” option (highlighted below) to choose which field the display will be conditional of. 
  3. Once this is done the area below will populate with both the applicable operators for that field type (Equal To, NOT Equal To, Less Than, Greater Than, Begins With, Like) as well as the Value types that you can set. This may sound complicated, but using it should be fairly self explanatory. Pictured below is an example of conditional display being applied so that the discount code field only shows up when the home province selected by the registrant is Alberta.
  4. Once conditional logic has been added to a field, this information is displayed in the admin preview for easier reading and debugging.

Keep in Mind

This concept also supports the idea of conditionally mandatory fields. That is to say that when a conditionally displayed field is set as mandatory it  will only become mandatory when the conditions for that field to be displayed are met and it becomes visible to the registrant.

If you would like to see some of this conditional Visibility in action, you can try out the sample registration page linked to here: https://www.zone4.ca/reg.asp?id=839 Just follow the instructions to fill in the type or select the option that has been specified as the Conditional Visibility setting for the following fields.

Mandatory for CCC Club Memberships

CCC club membership forms will have an additional mandatory option to set in their registration forms. This is NSO categories for members. Find out more about NSO categories here.

Complete Guide to Registration Fields and Form Elements

For a complete guide for all types of fields as well as instructions and recommendations of how and when to use them click here. This is recommended reading for anyone new to Zone4 Registrations.

Quick Tips

There are a lot of different ways that you can organize your registration form, but here are a few tips to help you.

  • Start your form with a ‘Text Block’ element: Most registrations choose to have a “Text Block” form element at the top of their registration form. They usually choose to populate this field with general information about their event or upload an image with the event logo. An example of this on the Admin side is pictured below.   
  • Use lots of Preset Fields: Using lots of preset standardized fields will save you time. Also because these fields are associated with standard fields in reporting and in Zone4’s race timing software they will help you throughout the course of your event.
  • Have a good idea of the information you need to collect: Plan out what information you will need to collect from registrants and know the various types of fields so you know which ones to use to collect that information.

Review

Once you’re done configuring fields be sure to preview the public side to make sure that you’re registration form is organised the way you want it to be and that it flows properly. Once you’re satisfied move on to the Publish” section of the documentation. Link here.

 

Updated on October 20, 2017

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