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How to Set up Consent Forms in your Event and Invitations
How to Set up Consent Forms in your Event and Invitations

Learn how to create your consent forms for your events in zkipster

Petya Filipova avatar
Written by Petya Filipova
Updated this week

Set Up Consent Forms for Seamless Event Management

A Consent Form is a signed document that gives a written permission to another party that they understand the terms of an event or activity that will be performed. Most often this form is used for medical purposes in order to hold the hospital or surgeon harmless of any wrongdoing due to the risks involved with the procedure.

Consent Forms can be used in various different ways or event contexts such as:

  • guests needs to sign a waiver

  • asking attendees for acknowledgment of certain event policies or procedures

  • require confirmation of a negative Covid-19 test result or vaccination status

  • want each guest to fill out a quick health questionnaire

Please note that zkipster's Consent Form feature is available on Professional and Enterprise plans only.

How to Enable a Consent Form in your Event

There are two ways you can enable the consent form:

  • via the 'Consent Form' Tab

  • via the 'Edit Event' section under the 'Event Settings' Tab

How to Create a Consent Form

a) Go to the 'Consent Form' tab and customize your form. It will have the similar settings as to the main form. You also have an option to import a previously created template via the 'Import Template' option located at the top right hand side of the form builder.

Please note: 'Allow checked-in guests to submit form' is set to ON as a default setting in the consent form. We recommend to leave it ON in the consent form to allow submission.

b) Set up the necessary fields that you need to collect from your guests via the 'Response Fields' section located in the Form Composer of the Consent form.

c) In the same section, you now have an option to add an 'E-signature' if you need to collect it from your guests and define the display name if needed. Toggle ON the button next to it to activate.

d) Make sure to save all the changes that you have created in the consent form.

Pro Tip: you can enable the ‘Attachments’ Response Field on your Consent Form in order to have your guest submit a document such as Proof of Vaccination, ID/Passport image, an Event Waiver or any other documents you might require. The uploaded documents will be available for visualization and download under the Guest Profile. Please check out this article for more information on Form Attachments.

Landing Page

Once you have your consent form setup you will have the option to choose whether to create a landing page for your guests when the open the consent form in the top right corner. The landing page will allow you to set a landing page as well as allow the guest to submit the consent form for other guests in the party - when relationships is utilized. This component can be turned on or off.

You can customize the letter case on the RSVP form landing page as desired. To do this, just go to the Composer tab, scroll down to RSVP button and click to open. Modify the letter case under Button Text section.

Following the design of your form, you will be able to design your success page as well. Similar to the landing page, the guest will be able to submit the consent form for other guests after submitting their own.

Auto-register in Zoom

If you are using our integration with zoom, the 'Auto-register in Zoom' settings under the 'Confirm Options' section is set to ON by default. Any Unconfirmed guest that submits a consent form will receive a zoom participant link. And any Confirmed guests that already has a zoom participant link and chose to decline the consent form will have their Zoom registration canceled.

Set Guest Status

Please note: The 'Set Guest Status' default settings under the 'Confirm or Decline Options' of the consent form is always toggled OFF. We recommend leaving it as OFF in the consent form so that the Guest status will not be changed upon submission.

Form is Taking Responses default setting

Additionally, the default settings when creating a new form will now close one week after the event end date. Please always check your settings prior to sending the invitation and change if necessary.

Pro tip: You can also enable the CC function by going to 'Settings', then expand the 'Send To' section and scroll down to 'Include guest secondary email in CC'. You can enable this function by ticking the box and save any changes by clicking on the 'Save Changes' button at the top right corner. If the guest profile has a secondary email and this feature is activated, you will allow the additional recipient to sign the consent form on behalf of the main guest.

How to add a Consent Form in your Invitations

  1. Create and customize your email invitation. Follow the steps in the article here.

  2. In the 'Text' section of your email composer. You will now see the 'Form Tags' dropdown where you can insert the dynamic tag of the Consent Form and other forms that are active within your event. To learn more about dynamic tags, please visit the article here.

Please note: You can only insert the Consent Form dynamic tag in the email part of your invitation such as your main email or your confirmation email. Additionally, you also have an option to manually link the consent form to a Standalone email via the 'Button' section. Learn more in the article here.

Pro Tip: Use the Consent Form dynamic tag as hyperlinks to shorten the URL(s) in the body of your zkipster emails. It has a similar step as to how you can hyperlink the Zoom tag. Please visit this article to learn more.

Once your guest(s) confirms via the Consent Form, it will generate a PDF file and will be available to download in the Guest Profile and the mobile app. Learn more in the article linked here.

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