Gathering data on your attendees is critical to your event's success, and Webex Events makes it easy to ask any kind of questions you may need and even insert links into the questions. Checkout Forms let you customize which optional and required questions registrants answer after they select a ticket on your Registration page.
⭐️ Keep in mind, you must create at least one ticket and publish Registration to configure checkout forms.
To streamline the Checkout Form setup process, we recommend the following order of operations:
Create tickets first
Once you've created tickets, make your Checkout Forms
As you create the questions, add them to the correct Checkout Form(s)
⭐ Keep in mind, if you'd like registrants to select which group(s) they'll be part of, you should hold off on making Checkout Forms until you've created the Groups in your Event App.
Create a Checkout Form
From your Event's 'Registration' tab, click Checkout Forms, then click New Form.
In the modal that appears, enter a Form Name. Although this name isn't visible to attendees, we recommend matching the Form Name clearly to the form's content and purpose to help you remember which form is which. For instance, you could name a form specifically for remote attendees something like "Remote Attendees".
Use the Assign to drop-down to select the ticket type(s) this checkout form belongs to.
If you've already created questions, click the Add Question button to add them to the form. First Name, Last Name, and Email are part of every form by default. Once you've added some questions, you can click and drag the two-line icon next to a question to change its position in the form.
⭐ Keep in mind, you must create new questions from the Checkout Form page's Questions tab.
Click Save Changes when you're done. Your checkout form is ready to go. 🎉
The Checkout Forms tab lists the Default Form and other custom Checkout Forms in the order in which you created them. Click the Settings (⚙️) icon next to a form to edit, clone, or delete it.
Cloning a form copies all of its settings and information to a new form except for assigned tickets.
Deleting a form simply removes it from any tickets you've assigned it to. No registrant data is deleted unless you delete the questions from the Questions tab.
Now that you've created your Checkout Forms, add questions to gather additional registrant information. Click the Questions tab, click the New Question button, and select a question from the list.
The list of Questions contains four categories: Attendee, Custom, App Integration, and Accounts. Let's look at each type.
Answers to Attendee type questions populate the corresponding fields on attendee profiles, and attendee profile information syncs directly to Onsite and your Event App or Community. Make these questions required in your Checkout Form to ensure that everyone's networking profiles are filled out before event day.
⭐ Keep in mind, while you can't delete the default First Name, Last Name, and Email type questions, you can edit them.
⭐️ Keep in mind, you can add Custom type question answers to the Check-in page in Webex Events Onsite. Ask for information crucial to checking in during the registration process so event staff don't have to ask for it during check-in.
Custom questions are extremely flexible and let you ask nearly anything you need to. Options include:
Short Text — This field has a maximum of 100 characters and is great for short-answer questions
Long Text — This field has no character limit and is useful for longer, open-ended questions
Checkbox Select — Add a multiple-choice question in which registrants check one or multiple checkboxes
Date — Registrants click this field to reveal a calendar modal where they select a day, month, and year
Single Select — Add one or more radio buttons from which registrants select only one
Dropdown (Single) — Add a list of options from which registrants select only one
File Upload — Registrants click the File Upload button and then select a file stored on their device. To view and download files uploaded by registrants, go to their profile in the Attendees tab.
Registrants can upload common document file types (PDF, docx, xlsx, etc.) and image types (JPEG, PNG, GIF, TIFF, etc.)
Registrants can't upload videos, installation files, or zipped folders
Time — Registrants click this field to reveal a modal where they select an hour, minute, am/pm, and time zone
⭐ Keep in mind, Custom type question information appears on the attendee's Registration profile, not their Event App profile.
To access answers to Custom type questions, open an attendee's Registration profile or export the Attendees Report from the Event Registration Metrics tab.
If you've set up groups in your Event App, you can let attendees choose one or more groups they'd like to be part of. Groups are a powerful tool for tailoring the attendee experience based on any number of variables, such as VIP access, tracks, and more. For a closer look at what groups can do, read our guide to using groups.
Groups Dropdown — Registrants choose a single group. This assigns the registrant to the group in the Event App after they pay for Registration.
Groups Multiple Choice — Registrants can choose multiple groups. This assigns the registrant to each chosen group in the Event App after they pay for Registration.
Data collection agreement (GDPR) — This enables a checkbox the user must check in order to pass their registration data to the Event App.
If they don't check the box, they can still complete the registration process. However, the system won't add them to the Event App.
If you choose not to add this field to your checkout form, all user data carries over to the Event App automatically without direct consent from the user.
Adding Accounts type questions to your checkout form lets registrants show their social media, phone number, and other account information in their Event App profiles.
Configure a question
No matter which question you select, provide the following information in the modal that appears:
Label Title — This should inform attendees about exactly what they're supposed to do. For example, if you're making a Single Select question to collect shirt sizes, the Label Title might say "Please select your shirt size".
Assigned to — Click the drop-down to choose which Checkout Form(s) this question should appear in.
Description — Enter optional additional text that appears below the Label Title. In the example mentioned above, the description might say "Sizes are unisex".
Required — Check this box to prevent registrants from completing registration unless they make a selection, enter information, etc.
⭐ Keep in mind, you can enter a URL into the Label Title or Description fields, and the Webex Events Platform will turn it into a clickable hyperlink that registrants can click to open it in a new tab.
If you chose the 'Checkbox Select', 'Single Select', or 'Dropdown' options, enter the options for attendees to choose from. Click the Add New Option link to add items as needed. Click and drag the two-line icon to reorder the options, or click the X to remove an option.
If you chose either of the Group questions, select which Group(s) attendees can choose from.
When you're done, click Save Changes.
Continue to add questions as needed. Consider adding multiple occurrences of each question if you want to tailor each form individually. This is useful for situations like providing forms in multiple languages or adjusting the Label and Description based on the intended registrant type for a particular ticket.
The Questions tab contains all of the questions you've added. Click the Settings (⚙️) icon next to a question to edit, clone, or delete it.
⭐️ Keep in mind, while you can edit certain aspects of the questions you've created, it's not possible to update the question type for an existing question. For example, you can't change an existing Single Select question to a Checkbox Select type question.
⚠️ Caution! Before you try to delete a question, make sure it's not assigned to any forms. When you delete a question, it also deletes any answers registrants gave to that question.
Now that you know all about adding and managing forms and questions, you're free to start focusing on launching and promoting your registration!
Questions? Chat Us or Email firstname.lastname@example.org