Create and manage event registration forms

When you enable registration for an event, you have the option to select a registration form that people must submit in order to register. By default, people only need to provide their name and email address in order to register. However, you can create customized registration forms that allow you to collect additional information. For example:

  • Patron status
  • Department or home library
  • Library or ID card number
  • Phone number
  • How someone learned about the event
  • What someone wants to learn from the event
  • Any special needs or accommodations a person might require

These responses are saved, allowing you to view and export them via the Event Explorer.

To create and manage registration forms, go to Calendars > Registration Forms.

Example of getting to the Registration Forms page


Create a new registration form

  1. Click on the Create New Form button.
  2. Give your form a Title.
  3. Click the Save button.
  4. Once saved, click on the Edit () icon in the Actions column to customize the form's questions.

Screenshot highlighting the Create New Form button

Example of adding a new form

Screenshot highlighting the Edit icon 


Copy an existing registration form

  1. Click on the Copy Existing Form button.
  2. Select the form to copy from the Copy This Form dropdown.
  3. Give your copied form a New Title.
  4. Click the Save button.
  5. Once saved, click on the Edit () icon in the Actions column to customize the form's questions.

Screenshot highlighting the Copy Existing Form button

Example of copying a form

Screenshot highlighting the Edit icon

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Managing registration forms

To customize a form's name, accepted identification methods, and questions:

  1. Click on the form's Edit () icon in the Actions column to customize the form's title and questions.

Screenshot highlighting the Edit icon 

Deleting a registration form

Registration forms can be deleted, but only if the form is not being used by any events. As a result, the option to delete a form will only appear if no events are using it.

  1. To delete a form, click on its Delete Form () icon in the Actions column.
Caution: deleting a registration form is permanent. Once you delete a form, it cannot be recovered.

Screenshot highlighting the Delete Form icon


Renaming a form

  1. Click on the Rename Form () icon next to the current form's title.
  2. Give the form a new Title.
  3. Save your changes.

The Rename Form icon

Example of renaming a form 

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Accepted Identification Methods

Each form includes the Full Name field by default, which is required and cannot be customized or removed. In addition, you do can also include any or all of the following identification types:

  • Email address
  • Phone number
  • Library barcode

You can include as many of these as you'd like, though we strongly encourage including the Email Address field so that patrons can receive email notifications from LibCal. When including any of these fields, you can choose whether to make them required or optional fields:

  • Disabled: when an identification method is disabled, the field will not display in your registration form.
  • Enabled: when an identification method is enabled, the field will display in your registration form but will not be required for submission.
  • Required: when an identification method is required, the field will display in your registration form and users must complete it in order to submit the form.

You'll find these options in the Accepted Identification Methods box. To customize them:

  1. In the Identification Help Area field, you can enter text instructions or other info that will display at the top of your registration form. For example, you could use this to explain which identification fields are required.
  2. Use the Email Address radio buttons to disable, enable, or require that identification method in your form. When the field is enabled or required:
    • Use the Email Address Label field to customize that field's label on your form.
    • Use the Email Address Help field to add optional help text, which will display right below the field.
  3. Use the Phone Number radio buttons to disable, enable, or require that identification method in your form. When the field is enabled or required:
    • Use the Phone Number Label field to customize that field's label on your form.
    • Use the Phone Number Help field to add optional help text, which will display right below the field.
  4. Use the Library Barcode radio buttons to disable, enable, or require that identification method in your form. When the field is enabled or required:
    • Use the Library Barcode Label field to customize that field's label on your form.
    • Use the Library Barcode Help field to add optional help text, which will display right below the field.
  5. Click on the Save button.

Options in the Accepted Identification Methods box

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Adding custom questions

In addition to the identification method fields, you can add custom questions for gathering additional info (up to a maximum of 20 questions total).

  1. In the Questions box, click on the Add Question button.
  2. In the Question Text field, enter the question you want to ask. This will display as the field's label.
  3. From the Selection Type dropdown, select the type of field (multiple choice or text entry) you want to add.
    1. If this is a Radio Buttons, Checkboxes, or Dropdown field, enter the options you want the user to pick from in the Selections field.
    2. To add another option to the list of selections, click on the Add Selection button.
    3. To remove a selection, click on its trash can () button.
  4. If desired, select the Required checkbox to require users to answer this question.
  5. Click the Add Question button to save your changes.

Field types

  • Radio buttons: these are multiple choice fields, where users can select only one of the available radio button options.
  • Checkboxes: these are multiple choice fields, where users can select one or more of the available checkbox options.
  • Dropdown: these are multiple choice fields, where users can select only one of the available dropdown menu options. (These can help save screen space if a question has a large number of options to choose from.)
  • Single-line text: these are single-line text entry fields, ideal for collecting short responses (such as age or ZIP code).
  • Multi-line text: these are multi-line text boxes, ideal for collecting longer responses (such as notes or comments).
  • Remote data source dropdown: unlike a regular dropdown field, where you must enter each option individually, this type of dropdown field allows you to populate the list of options from a remotely-hosted JSON file.
    • For this to work, enter the full URL to the JSON file in the Data URL field. 
    • If LibCal cannot process the file, either because it cannot access the file on your server or the file is not in valid JSON format, an error message will appear below the field to let you know.

The Add Question button

Example of adding a question 

Editing and deleting questions

  1. To edit a question, click on the cog () icon next to the question's text.
  2. To delete a question, click on the trash can () icon next to the question's text.
CAUTION: if you delete a question, you will also delete all of the responses previously submitted for that question. Deleted responses cannot be recovered, so be careful!

The Cog and Trash Can icons next to a question 

Reordering questions

While customizing your form, you can reorder any question -- except for the Full Name field and any accepted identification method fields added to your form. These will always appear at the top of every form.

  1. In the Question Order box, click and drag the questions into a new order.
  2. Click on the Update Order button.
Caution: if this form has already been used to collect event registrations, please do not change the order of your questions. Otherwise, the data you've collected will be affected. Instead, create a copy of your form, then customize the question order.

Example of reordering questions 

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Live preview of your registration form

As you save changes to your form, you'll be able to see them in your form's live preview area. This will show you how your form will appear to users when registering for an event.

The live preview area on the Modify Registration Form page

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