The Form builder provides a basic form that allows zkipster users to collect RSVP information for a guest and have that data automatically sent back into the guest details within zkipster.
This article goes over what each section enables and best practices within each. A video going over all of this information is located at the bottom of the article for the more visual learners as well.
Please Note: When sending emails through zkipster, RSVP forms will always be specific to the guest it's been sent to. Guest's cannot forward these invites and expect someone else to be able to RSVP.
The steps laid out below, along with the video, will help explain how to set up a form properly to avoid any guests overwriting data on their forms.
Form is Taking Responses: Determine if the form is open to taking responses or set up automatic triggers that will close the form after certain criteria have been met. That includes closing the form:
- 24 hours to 1 hour before the event start time
- On a specific date and time before the event starts
- Ater a total amount of guests have Confirmed for the event.
- This will be seen from the Main Guest's view in the Total "Confirmed" column. This accounts for all confirmed guests across all guest lists.
- After a certain amount of form confirmations.
- This would close the form once this specific form had received a specific number of form confirmations. For example: A sponsor has a head count of 20 guests, so the form would automatically close once they reached 20 confirmations sent through this specific form.
Please Note: To get back in to edit the form after an invite has been sent, click into that specific invite from your invitations dashboard and once on the Email Reporting page, click "Edit Form" located at the bottom the screen. This article shows how this is done visually as well.
This is especially helpful if needing to manually close the form after reaching capacity of an event.
It's also possible to edit everything on the form from here. Any changes made will go live for the guests clicking through to their RSVP links from that point on.
Private Forms: The one thing to keep in mind when sending zkipster invites is that the invite being sent to the guest list is always specific to the guest it is sent to.
Each guest is attributed an invitation token in the zkipster system that enables the system to personalize each email and form to that specific guest.
If a guest were to forward their invite onto another person, that other person would only see the Main Guest's information and could potentially overwrite the Main Guest's data if they write over the data in the form.
To avoid this, lock the Response Fields for First and Last name and the instructions on how to do that are below in the Response Field section.
Public Forms: It's possible to use a Public URL of the form if needing to collect data from guests that aren't in your zkipster guest lists. The URL generated can be used anywhere outside of zkipster.
Any guest that inputs their information on a Public form will create a brand new guest entry in the zkipster event. The list they are added to is determined in this same section from the Guest List drop down. Sometimes zkipster users create a new list to identify all guests added through the public URL.
Please Note: Turning a form to Public does not mean the guest's can forward their invites to others. The form should only be turned to public when trying to access the URL.
Look at the Private form section above for more clarity and this articles provides examples on how other clients have used the Public forms to gather "Group Responses" or "Head Count" for a specific sponsor.
Page Design: Upload a a logo, change the header text and change the footer text on the form from this section.
Turn off the zkipster watermark in the footer section. More customization on the design of the form will most likely be coming later this year.
Response Fields: Determine the specific fields and information to be received back from the guests. Couple things to note in this section:
- Toggle the response fields needed ON or OFF
- Create Custom Fields with text fields, single choice drop downs or checkboxes
- Require or Lock certain fields by clicking into a specific field tab.
- For example: Click into First and Last name fields to lock them so that if a guest were to forward their invite, the other guest won't be able to overwrite their information.
- Reorder the set up of Response Fields by clicking the box icon to the left of the fields and moving them to the desired spot.
One thing clients can get confused by is the Total Guest response field. This field is specifically determined ahead of time when uploading the excel and this article will break down how and why this is done through the guest list excel set up and what it will look like for the guest.
Button Options: Change the color and text of the RSVP button here. It's also possible to add a decline option for guests.
If adding a decline option, click the little box in the bottom right corner to have "Declining" guests not to fill out any of the required fields.
Page Notifications: This is the message that pops up once a guest has submitted their RSVP form. Set up the message for when a form is closed here as well. Use this section to:
- Let guests know a follow up email will be coming shortly with more event details
- Provide an email for guests to reach out to if they would like to invite others to the event
- Let them know you're excited to have them!
Anything that would be beneficial to the guest as a short message add here.
This section is also where the Add to Calendar and Auto Confirmation Email can be turned off.
Add to Calendar & Auto Confirmation Email: Couple things to note:
- The information for both the Auto Confirmation and Add to Calendar is pulled from the Event Details. They will display: the Event Name, Event Time/Date and Event Location
- If the event contains multiple sessions or events within the Main Event it may make sense to turn the Auto Confirmation and Add to Calendar feature off
- The date and time will only pull from the Start Time of the Main Event
- The Auto Confirmation is for the guest to let them know they successfully RSVPd for the event. It's a basic message allowing them to get back into their form to make changes and provides basic event details
The Confirmation email is not yet customizable. Therefore, it may make more sense to set up separate Confirmation/Reminder emails through the zkipster email builder and send to Confirmed guests instead of using the auto confirmation provided by zkipster.
Email Notifications: Once a guest RSVPs the Account Owner user will receive an email notification as a default. In this section either choose to turn this off, or choose a different team member as the one to receive these notifications.
Any other team members would need to be assigned to the event first.
The video below goes over each of these items in more visual detail: