Handbid allows you to collect custom data from your registrants by attaching a "Form" to their registration, allowing you to collect customized data (i.e. meal choices, food allergy, shirt size, etc.). This article will provide a step by step guide on how to do that.
Custom Forms Overview
If you are more of the visual learner and would rather just watch a video that explains it, you can do that below. Otherwise, jump down the page to our step by step guide.
Step 1 - Building a Custom Form
The first step is to build a custom form that you can use for ticket purchases. To do this, you will want to click on the "Forms" menu on your main dashboard in the auction manager.
Under this menu you'll click "Create Form" and give it a Name. We recommend making this generic. In other words, don't call it "2019 Gala Form" as you may want to use this form for multiple events. Instead, if you are collecting table guest info (meal choice, seating preferences), then call it something like "Table Preference Data". For a golf event, you could create one called "Golfer Preferences", etc.
If this naming suggestion does not make sense now, it may make sense later when you see how you can use and re-use these forms to collect data at future events.
Building your Form
Once you name your form, the form editor will appear. Here, you will start to build out your form by dragging fields from the right over to the left. These fields consist of the following types:
This will give your guest a list of options that they can type and Handbid will help them fill in the correct answer. While we don't use this one often, you could use this if you want your guests to find an option in a large list of options. (hint - auto completes can be handy if you have hundreds of options and don't want them searching a pick list for them)
A checkbox group is a great choice if you want to give your guests a list of options to choose from that are not exclusive to each other. (e.g. Select all of the courses that you want for your meal: appetizer, salad, main course, dessert)
A header is a great way to title your form. We recommend adding a header to the top of your form and giving it a nice title: "Registration Preferences" or something else you prefer.
Looking for a number and only a number? Well this is the field you would want then. You can set a min and max value and a step if you prefer. This could be useful for "how many extra tickets do you want?" (min would be 0 and max could be some maximum number you will allow)
This is not a data entry field. Instead, use the paragraph field to add in descriptions and instructions between your entry fields.
A radio group is a good way to present a list of options to a guest and then have them only select ONE of them. Similar to the old radio buttons that would change the station presets, when you select one of these options, the other options will deselect. Looking for a good way to ask for a meal choice? If you have a set list of them, this would be the element you could use.
Select is an alternative to the radio group and the checkbox group and presents the options in a drop down list. You have the ability to allow your guest to select multiple options in the list or just one.
Use a text field to get a one line answer to a question. This could be used for things like "who is your sponsor" or "who do you prefer to sit with?". You can put in length limits if you want to limit the length of responses.
Use a text area when you want a more robust (e.g. longer) response from a guest. A text area will allow a guest to submit multiple lines of text. You can set a character limit as well. This is a good way to capture responses for questions like "please let us know why you should be considered for this award (500 char or less)"
To edit the form element, you will want to click on the pencil icon that appears when you pass your mouse or cursor over the form element
In the editor, there are a few important things to make sure you update. Some of these are unique to each element but be sure to set the Label and Options (if you are handling checkbox groups, radio groups or select lists)
Key Fields to Set
Element Labelthis is the label for the element that the user will see. In almost every case, this will be phrased in the form of a question or prompt for a response (e.g. what is your meal choice or "how did you hear about us (select all that apply)"
Once you are done editing the form element, you will see the label appear on the form element in the editor.
Form OptionsSome field elements have options you can set (checkbox group, radio group, select). When you set these options, they will appear in the form for the user to select. For checkbox and select, you can allow the user to select more than one.
Please understand how the option labels work. For each option, the value on the LEFT is what the user will see. The value on the RIGHT is what will get stored in Handbid. We strongly suggest you make these the same. For example, if you make the LEFT value "Vegetarian" but leave the RIGHT as "Option-1" then you will have to remember that Option-1 = Vegetarian. Best to just make them both say that and you won't have to strain your brain down the line.
When you are done adding in your form elements and setting their options, click the UPDATE on the bottom right.
Step 2 - Associate a Form with a Ticket
Once your form is created, the next step is to attach it to a ticket. To do that you will want to edit the specific ticket you're attaching it to. If you have not yet created a ticket, you will want to do that first. View this article here on how to create a ticket.
Next, go to your Event or Auction, click on the ticket list, then select the ticket you're attaching the form to. Once the editor appears, go to the Ticket Options Tab. On this tab you will see an option to attach a custom form. Select the form you want and then click UPDATE to save.
If this ticket already has a form on it and tickets sold, then Handbid will warn you that changing the form will wipe out any previous form submissions. Please make sure this is what you want to do before you do it. This action cannot be undone and the data can not be recovered.
Step 3 - Collecting Custom Data
Once you have a ticket for sale, purchasers will be prompted to add their custom information when they register. In addition, you as the auction manager will be allowed to edit this custom registration information in the guest list. To edit the information, what you need to do is find the guest in the guest list and click on them. Once you are in the Guest Editor, click on the "Registration Info" tab to view the information.
Guests will be prompted on the Apps as well as in the Events site to add their registration response:
That concludes our overview on how to create a custom form and attach it to a ticket! If you have any questions not answered here, please search our knowledgebase or reach out to Handbid support and we will be happy to help!
Editing your Form after it's been created
Can you edit a form after creating it? Yes (with a disclaimer attached). You can edit your form and add and subtract do it. However, once you attach it to a ticket and start collecting data on it, Handbid is going to lock the form. At this point you have 2 options
1. Duplicate the form and make your edits in a NEW version of the form for future tickets
2. Disassociate the FORM with a ticket (we will show you how to do this later) and start over. If you disassociate a form with a ticket, Handbid WILL wipe out the previous form submissions that were done by your ticket purchasers so please make sure this is what you want to do before you do it (you will be warned in case you forget).