How to collect info after registration?

During event organization, it is common to realize that an important question was missing from the registration form, such as a declaration of participation in a dinner. This issue can arise during the registration process or after it has been completed. We understand how stressful such situations can be, so we have prepared three possible solutions. Each has its own advantages and disadvantages, so it is crucial to carefully consider which information is essential and how best to collect it.

Solution 1: When Registration is Still Ongoing

If the registration process is still open, you can send the missing question to attendees via email and add it to the registration form. Steps:

  1. Create an email template in the "Communication" section and set the reply-to address in the "Recipients of emails from attendees" field.
  2. Send an email with the question to attendees – you can select recipients manually or use filters.
  3. Add the missing question to the registration template. Attendees who are still registering will answer it directly in the form, while those who have already completed registration will respond via email.
  4. Manually enter the received responses into attendee records.

Advantages:

  • Data consistency and no duplicates in registration.
  • Minimal interference with the existing registration process.

Disadvantages:

  • Requires manual data entry from emails, which can be time-consuming.

Solution 2: Creating an Additional Ticket Type

This solution is useful in several scenarios, such as:

  1. When registration is still ongoing, and the question needs to be asked to both registered and registering attendees.
  2. When registration has ended, but it was a paid event.

This method involves adding a separate ticket type and assigning a registration template to it.

Tip: If the question concerns an activity that will be verified via access control, add it in the OFFER section. Other questions can be added in the REGISTRATION FORM section.

Steps:

  1. In the DEFAULT registration template, add the question (in the section according to the tip above).
  2. Mark it as visible in the registration templates for ticket types where registration is still open and you need the response.
  3. Create a ticket type "DINNER" – hide it in the registration process.
  4. Create a registration template for the "DINNER" ticket type.
  5. Mark fields such as name, surname, and email as visible and required. Make your question visible in the Registration Form or Offer section.
  6. If the question is placed in the Registration Form section, an additional offer item must be added and marked as visible and required. This item will not be visible to attendees but is necessary for the registration process.
  7. Export data of attendees who completed registration (but should answer the question) using "Download List as XLS."
  8. Re-import this list, assigning them the "DINNER" ticket type.
  9. Prepare an email template with a message (informing attendees to answer the question) and a button with an invitation link.
  10. Send this email to all attendees assigned the "DINNER" ticket type.

Attendees receiving this link will see their pre-filled data and only need to answer the additional question.

Advantages:

  • Ability to track who opened the link and answered the question.
  • Attendees see only the necessary data and the question, minimizing the risk of errors.

Disadvantages:

  • More initial setup work required.
  • Duplicate registrations may occur, allowing attendees to modify previously provided data (name, surname, email).

Solution 3: After Registration Has Ended (for Free Registrations)

If registration has already ended but you still need to ask an additional question, you can reopen the registration form with visibility restricted to only the key fields and the new question.

Tip: If the question concerns an activity that will be verified via access control, add it in the OFFER section. Other questions can be added in the REGISTRATION FORM section.

Steps:

  1. Ensure you have a complete list of attendees who completed registration.

Note: Download their data and responses to prevent changes. During the reactivation of the form, you can disable the visibility of some fields so that they are not accessible in the attendee profile.

  1. In the DEFAULT registration template add the new question (following the tip above).
  2. In the registration templates, mark the question as visible. You may hide other fields, but we recommend keeping name, surname, and email visible.
  3. If needed, modify the registration confirmation email content.
  4. Change the registration status of attendees who need to answer the question to "Started" or "Imported", which will reactivate their direct link to the form.
  5. Prepare an email template with an invitation link and send it to attendees from whom additional information is required.
  6. Once an attendee completes the form, their registration status will automatically change to "Completed."

After the deadline for responses, you can close the registration again and, if necessary, make other fields visible again to ensure they appear in the attendee profile.

Advantages:

  • Consistent data in the registration system.
  • Simplified process for attendees – they only see the one question that needs answering.

Disadvantages:

  • If the event offer contains multiple elements, attendees may modify their previous choices (e.g., add or remove options).

Summary

Each of the proposed solutions requires additional effort and carries different consequences. At Conrego, we understand how challenging event organization can be, which is why we strive to simplify this process and actively support you in overcoming difficulties.

We recommend testing the chosen solution to ensure it fully meets your expectations. Testing is a crucial step that should not be overlooked.