There are many different reasons you might want to create an event form to gather data from potential attendees. Sign-ups for a volunteer opportunity like a neighborhood cleanup day is one example. A form can allow you to collect all the necessary information, including:
- Name of respondent
- Contact information
- RSVP
- Name of each member of the respondent's group, where applicable.
- Areas being volunteered for.
- Whether the respondent/group needs childcare for small children while other volunteers are working.
Below is an example of how you might set up a form for this kind of event.
First, make sure the event is on your calendar. For help with this, see Adding Events.
Next,
- Click the Forms
Icon to go to the Event Forms view.
- At the top of the page, click Add Form.
- You will get a list of existing events for which you can create a form, along with a calendar to select the date or date range for the event you are looking for.
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Select the event you want to create a form for, then type the name of the form you want to create at the top of the page, and click Submit.
- This will open the Edit Event Form view. It will fill in certain information by default.
- In the Header section, this includes:
- Form Name: the name you typed before clicking Submit.
- Event: The name and date of the event in question.
- Below that, two form fields are included by default (note that the Label and Prompt fields for these can be edited):
- Name: Where the respondent can enter their name.
- Contact information: Where they can indicate how and where they prefer to be contacted about the event.
- In the Header section, this includes:
- You can then modify the form to customize it to your needs. In the Header section, click the Pencil in the upper-right corner to edit this section. You can change the Form Name here if desired, and:
- Fill in a Description with additional information about the event and/or the form.
- Click the calendar icon under "Expires After" to set an expiration date for the form, so it will not be available after the date of the event (or the cut-off date for a signup/RSVP, for example).
- To collect the information listed above for our sample Volunteer event, you can add, in addition to the default Name and Contact Information fields:
- An RSVP field.
- Click Add Field at the bottom of the list of fields.
- Select Rsvp
- Set the Label to RSVP
- Set the Prompt to "Do you plan to attend?"
- You may want to check the box to make this a required field.
- Click Save.
- A Headcount field.
- Click Add Field at the bottom of the list of fields.
- Select Headcount
- Set the Label to "Number attending"
- Set the Prompt to "How many will be attending?"
- You may want to check the box to make this a required field.
- Click Save.
- A Name List field (you might add one for volunteers, and a second one for children needing care after the yes/no for "Need childcare?" below).
- Click Add Field at the bottom of the list of fields.
- Select Name List
- Set the Label to something like "Names of Volunteers"
- Set the Prompt to something like "Please list all volunteers here".
- Click Save.
- A Text field for what area the respondent and/or their group wants to volunteer for.
- Click Add Field at the bottom of the list of fields.
- Select Text or Rich Text.
- Set the Label to something like "Volunteer Areas"
- Set the Prompt to something like "Will you provide child care or work cleanup?"
- You may want to check the box to make this a required field.
- Click Save.
- A second headcount field might be needed to plan for childcare.
- Click Add Field at the bottom of the list of fields.
- Select Yes/No
- Set the Label to "Need childcare?"
- Set the Prompt to something like, "How many children will need care during the event"?
- Click Save.
- You may also want a second name list for those children needing care.
- Click Add Field at the bottom of the list of fields.
- Select Name List
- Set the Label to something like "Names of children"
- Set the Prompt to something like "Please list all children who will need care".
- Click Save.
- An RSVP field.
- You may want to add other fields as needed, and/or rearrange the order of the fields on the form. To do this, use the arrows to the far right of each field's entry to move it up or down until everything is in the order you need.
- Once you've added and arranged all the fields as desired, you can click "Back to form" and copy the link to share so people can access and fill out the form.