Entry Page (Attendee Form)

Access:  Plan > Forms > (form) > Entry

Jump to:  ||  Entry Section  ||  Permissions ||  Waiver  ||  Username & Password  ||  Passcodes  ||  SSO Login  ||  Messages  ||  Other Options  ||

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The entry page of the registration form is the first page of the form that a registrant sees.

It can be used as the event's entire website (for simple events), or simply as an instructional entry to the online registration process.

It can also be used to limit access to the registration form—by requiring attendees to log in using a username and password, for example.

 Video: Restricting Access to Forms Using Reg Status and Username + Password (1.5 min)

Entry Section

The instructions will appear above the header bar, at the top of the section. Text Above Header will appear above the Header Text in the header bar (in a contrast color). Page HTML will appear directly below the header, and can include any information desired. The text entered into the page HTML field will be converted into HTML, i.e., carriage returns will be replaced with HTML BR (break) tags. This page can also restrict access to the registration form through a variety of permissions.

Form Entry Permissions

• Open Enrollment or Profile Login – This is the least secure method of access to a registration form, and is the default entry permission.

- Open Enrollment allows anyone who has access to the form URL (such as an emailed invitation link from a colleague, ora link to the registration form on a webpage) to view the form.

- Profile Login is for situations where a Username and Password (described below) are set as Required, but the person does not have an existing registration ID in the event (typically created through the Import Registrations process).
In this scenario, the login information is first compared to the Profiles database in the account, which is an address book populated with information from past registrants.

• Reg ID in URL or Integrations Only – This is an advanced option typically used if you pass an ID value to the form via GET or POST methods. Customers who integrate Certain with back-office systems or internal portals will adopt this approach to expedite access to the registration form.
  Forms accessed via a registration link that includes the Dynamic Data Field “Reg ID for URL” appended to the URL string should also use this option.This option will deny access to the form unless a valid ID passed by either GET or POST is found. Valid IDs are:

• • Reg_ID (passed in the encoded format PKregID for security)

  • Reg Code (the registration code for the attendee)

  • Profile External ID (pro_external_frn_key)

  • Username and Password, or Email address

• Restrict to Registrations in this event (Existing or Imported) – Use this option to restrict access to the form to only those people who have an existing registration in the event; registrations can be created either through the Import Registration process, or may already exist as a result of a past registration.
  - This option can be used to allow existing registrants the ability to return and make modifications.
  - Entry into the registration form can be restricted to specific Registration Statuses, including custom statuses. For example, a form designed for accepted applicants could be restricted to enable registrations with an "Invited" status (but not enable registrants with a "Denied" status). If no statuses (or all statuses) are selected, then registrations will not be restricted based upon their registration status.
  - Note: This feature is useful only when used in conjunction with the collection of username/password combinations and/or registration codes. If the registrant enters a valid username/password combination or registration code, but is not in one of the enabled registration statuses, then the form will display the error message in the "Status not allowed" text box.

Waiver Checkbox

To include a waiver checkbox on the entry page, select Require from the Collect? menu. These extra fields are added:

• Waiver Message – Text that will be shown in the entry section with a check box next to it. Registrants must read the waiver, and select the check the box, before viewing the registration page.

• Box not checked – Text of message shown to a registrant who does not select the check box and tries to register.
  Default: "Please check the box below to certify that you have read this message."
  The waiver text will be highlighted in the error font color.
  Leave the waiver text field blank if you do not require a waiver check box.

Username and Password

The highest level of security is offered by the Username and Password fields. Each registrant must be pre-assigned a unique username (or Personal Identification Number) and a password prior to invitation. Alternately, registrants may be asked to select a username and password the first time they register. Usernames are attached to the registrant's profile record, so that they can be re-used from event to event.

Certain enables the following options to be set for usernames and passwords:

• Collect? – Select No, Optional or Require to determine whether username and password are collected.

• Text Above Header – The text message preceding the login fields. You can click </> (at lower right) to edit the text in an HTML Editor.

• "Username" Field  – Select the data field to be used as the identifier for the attendee upon login. Usually Username, although other fields such as Email Address or Last Name may be used.

• "Username" Display – The label for the field selected as "Username" Field. Usually "Username", but should match the attendee's understanding.

• "Password" Field – Authenticates the attendee upon login to the registration form. Can be set to one of several fields, but typically set to Password.
      Caution: If you select the Enable Forgot Password option below, you must select Password here.
      Passwords can be set in the Registrations > Profile area for any registration.

• "Password" Display – The label for the field selected as "Password" Field

• Hide text? – If selected, the password field is displayed as a hidden text field.

• Login fails – The text displayed if the registrant enters a Username and Password combination that doesn't match that of any profile in the account's database, or if no values are entered and Collect? is set to Require.

• Enable Forgot Password  – If selected, the form will include a link allowing the attendee to reset their password.

• • Note: You must designate an email template (Promote > Communication > Email Templates) as your "Forgot Password" template before being able to enable this feature.
     Video: Forgot Password Email and Form Setup (2 min)

  • Caution: The "Password" Field nominated above must be Password for this option to work (because that is the profile field that the attendee would be resetting).

  • When selected, several extra Forgot Password fields are added.
    You can configure the field labels and messages for the pages on which the registrant requests a password reset, and on which they enter their new one.
    (You can also choose to show a password-strength indicator.)

  • This PDF document summarizes and illustrates How to use the Forgot Password feature.

  • Note: If the person clicking the Forgot Password link has not already registered for the event but does have a Profile record in the accoun, then they still receive the Forgot Password email.
    That enables them to reset their password and then register, provided Open Enrolment / Profile Login is set under Form Entry Permissions above.

Passcodes

• Collect?  – Determines whether to place a single text box on the entry page to request a passcode from registrants.
  Select No, Optional, or Required for access to the form.

If you select Optional or Required, several fields are added.

• Instructions – Text be displayed above the Passcode text box

• Display  – Text will be placed to the immediate left of the passcode text field. Check "Hide Text?" in order to collect the passcode as a hidden text field (so that the registrant cannot see what they are typing).

Three types of passcodes are used on the entry page:

• Global passcodes – Enter a single password in the Passcode field to enable access to the registration form.

• Compare to attendee type – Passcodes can be collected from registrants and compared to the attendee types for an event. If the passcode provided matches one for that event, then the registrant will be assigned to the corresponding attendee type, and shown questions, agenda items, and options accordingly. A single (unique) password may be provided for each attendee type.

• Compare to reg code – The registrant may be asked to enter a passcode which is compared to pre-assigned registration codes for this event.
  These codes can be set up for one-time use; that is, once one person uses the code to access the form and completes a registration, no one else will be allowed to use that same code to register online. To do this, make sure that the Prevent reg edits? check box is selected in the form setup. In addition, if the form profile is set so that the registrant's name is read-only, then the registration code is non-transferable—so that only the intended recipient may register online using that code.

• Passcode omitted – Message displayed if any of the three passcodes is required and the registrant tries to enter the form without providing one

• Passcode fails  – Message displayed if a passcode is provided, but doesn't match any of the types it is being compared to.

• Attendee type full – Message displayed if the passcode matches an attendee type that is full (i.e., its capacity limit has been reached).

If more than one passcode is optional or required, then the system will evaluate and use the first code that matches in the following order:

1. Registration code

2. Attendee type

3. Global passcode

SSO Login

If any SSOs ("Single Sign Ons"), such as social logins for LinkedIn or Facebook, have been configured for the event in Plan > Configure > Single Sign On, select those to be used on the form.

Attendees will have the option to click the relevant button to pre-populate the form with their details. (Which fields are prepopulated is determined by the SSO configuration for the account in Account Settings > Management > Single Sign-On. They always include at least First Name and Last Name.)

Note: The button details (label, color, text, icon, and class) are determined by the SSO configuration for the account (in Account Settings > Management > Single Sign On).

• Required? – Select No, Optional or Require to determine whether login via SSO is required or not.

• "OR" field – Text to be displayed in between the Username/Password and SSO Login  sections if both options are available.

• Default: "OR"

• Leave blank for no text to be displayed on the form; for example, if only SSO login is available.

(See SSO Configuration and Use for a brief overview of SSOs in Certain.)

Messages for Existing Registrations

This option gives the planner the ability to script messages to display to existing registrants on the Entry page, depending on whether the registrant has an existing incomplete or completed registration.

The messages for incomplete and completed registrations can use the HTML editor as well as event and registration fields, and insert those fields into the message. For example, displaying <{First Name}> <{Last Name}> and other registration fields in the message body. Default messages are also available by clicking Default Value below each message entry box. These options are defined as:

• Incomplete – Some information has already been collected on the registrant.

• Complete – All necessary information has been collected and the registrant is confirmed.

Note: If an attendee with a "Cancelled" status tries to log back in using their Username & Password, Passcode, or Single Sign-On (SSO), they will see the "Event Registration Capacity" Message customized on Plan > Forms > Setup > Advanced.

Other Options

• Registration button –  The label on the button to submit the entry section. If blank, then the default text provided in the event setup will be shown on the Submit button. Default: "Continue".

• Disclaimer – Text shown immediately below the Registration button, but above the general Submit button.
                    Default: "<BR>NOTE: Your registration is not valid until you have successfully completed the entire process and received a printable confirmation page and an email confirmation."

Since only one button is shown on the form, you can decide if you want the disclaimer text to appear above or below the entry Submit button by using the optional button or general button.