How do I ask attendees for information (age, allergies, medical certificate)?
You add your questions under Configuration › Form for your event, using Add a field: age, allergies, an emergency contact number, medical certificate… The first name, last name and email address of each attendee are already included by default; you only add what is missing.
Each attendee answers for themselves: if a single order includes several tickets, each person completes their own answers.
Adding a question, step by step
- Under Configuration › Form, click Add a field. The New field window opens.
- Choose the type of field to add (text, number, date, file…).
- Write the Question asked to the attendee (or, for a document, its title under Requested document).
- Tick Required if the answer is essential to validate the registration.
- Under Choose the relevant rates, tick the rates that should see this question, or leave everything unticked to ask it for all rates.
- Save: the question is added to the list and can be edited at any time from Edit the field.
The available field types
Under Form, Add a field offers a type for each need:
| Field type | What it is for |
|---|---|
| Short text | Short answer (team name, town…) |
| Long text | Long answer (allergies, comments, dietary requirements) |
| Number | Numerical value (age, quantity…) |
| Valid email address | |
| Phone | Telephone number, for example a person to contact |
| Date | Selection of a date, in day, month, year format |
| Postal address | Address with suggestions while typing |
| Yes / No | Closed question ("Are you a student?") |
| Single choice | One answer among several options (T-shirt size…) |
| Multiple choice | Several possible answers among options |
| File (document) | PDF or image: medical certificate, proof of identity… |
Collecting age, allergies and an emergency contact
- Child's age: a Number field.
- Food allergies or special needs: a Long text field, or a Multiple choice if you prefer a tick list.
- Person to contact in an emergency: a Short text field for the name, and a Phone field for the number.
- Clothing size or preferred time slot: a Single choice field if only one answer is possible, or Multiple choice if the attendee can tick several slots.
- Dietary requirements: a Short text or Single choice field, depending on whether you prefer a free answer or a closed list.
For each field, tick Required if the attendee must answer in order to validate their registration.
Requesting a medical certificate or supporting document
For a medical certificate or proof of identity, two fields work together:
- A Yes / No declaration field, for example "I certify that I hold a medical certificate confirming I am fit to take part in this activity".
- A File (document) field to actually attach the PDF or photo of the certificate, with a title for the requested document.
For an online purchase, a File (document) field marked as required must be completed before the order can be confirmed. If your association registers the person by hand, for example by selling and taking payment on site on the day of the event, this document is not requested straight away: the attendee does not always have their certificate with them, and you can complete their record afterwards.
| How the attendee is registered | Required document enforced |
|---|---|
| Online purchase by the attendee | Yes, before the order is confirmed |
| Manual addition by the association (box office) | No, the record can be completed later |
Good to know: without any File (document) field on your event, nothing changes for the other questions, which are still checked as normal.
Limiting a question to certain rates
For each field, Choose the relevant rates lets you ask the question only of the ticked rates (for example the clothing size only for the "With T-shirt" rate), or of all rates if you tick nothing.
Tip: additional options (meals, T-shirts…) are set under Configuration › Options, not in the form: use the form for information you need to know about the attendee, and options for extras they buy. Both can be found in configuring tickets and rates.
Where to find the answers
Each attendee's answers appear in the record of their ticket, accessible from Participants using the Manage button. You can find the full list of attendees, with its filters and export, in managing and exporting the attendee list.
Important: the first name, last name and email fields are already included by default. Do not create them again in duplicate in your form.
Key takeaways
- Add your questions under Configuration › Form, using Add a field: first name, last name and email are already included.
- Eleven field types are available, including Number for an age, Long text for allergies and File (document) for a medical certificate.
- A required File document is enforced for online purchases, but not for a registration made by hand by the association.
- Each question can be made Required and limited to certain rates only.
- Answers can be found in each ticket's record, via Manage.