Knowledge Base

Registration Form


Frequently Asked Questions

#1 How to Create a Registration Form?

  1. Click Dashboard
  2. Click Attendee Module
  3. Click Settings
  4. Click Registration Setup
  5. Select Registration Fields
  6. Click + Add New Field button
  7. Select the Field Type
  8. Enter a label for Field Label
  9. Click Add Field
  10. If applicable, enter Field Description and any other attributes for the field
  11. Set Required to YES or NO where YES will make the field mandatory
  12. Set Admin Only to YES or NO where YES if this is administrative field only accessible by Administrators
  13. Save your changes by clicking Update Field Information at the bottom
  14. Repeat Steps 6 to 13 to add more fields

Field Types

List Fields

  • The list field view is the default view when editing any form in your system. This is not the familiar view of your contact form.
  • On the far left of each field label, click the three horizontal lines and drag and drop the field label to change the order of the field labels.
  • Click the edit button to edit an individual field label - you may change the field type (text, radio, checkbox, rich text etc.) the field description, required status, the field options and more. You may also remove a field label entirely by clicking the red remove button on the right in the list fields view. 

Preview Form

  • Click this to view the more familiar view of your form. This is the front-end view of the form that your users will see.

TIP: Toggle between List Field view and Preview Form view to get a better understanding of the relation between List view and Form view.


#2 How to add a field to the Registration Form?

  1. Click Dashboard
  2. Click Attendee Module
  3. Click Settings button
  4. Click Registration Setup in the horizontal menu
  5. Select Registration Fields
  6. Click + Add New Field button
  7. Select the Field Type
    • TIP: If you only have 1 option, select a check box type field; Do not use Radio or Dropdown type when there is only 1 option. Use Radio type for > 1 and < 5 options; use Dropdown for 5+ options
  8. Enter a label for Field Label
  9. Indicate Screen Type (if you have more than 1 Registration menu screen defined, select the applicable screen)
  10. Indicate Financial Value Field?
    • Financial Value = if there is an associated dollar value to the field
    • Non Financial Value = no associated dollar value to the field
  11. Click Add Field
  12. If applicable, enter Field Description and any other attributes of the field
  13. Set Display Field to YES to show or NO will make the field hidden
  14. Set Required to YES or NO where YES will make the field mandatory
  15. Set Display Discount Box to YES or NO will hide the discount box
  16. Set Value Count Field to YES or NO will not keep a tally of the overall total
  17. Set Main Registration Field to YES or NO is not a main registration type field (only 1 main registration field may be defined and each form must have a field set as the Main Registration field)
  18. Set Max Count, enter a number if there is a maximum number of uses for this field; leave blank if not applicable
  19. Save changes by clicking Update Field Information at the bottom


#3 How to Edit (make required / hide) a Field on a Registration Form?

  1. Click Dashboard
  2. Click Attendee Module
  3. Click Settings
  4. Click Registration Setup in the horizontal menu
  5. Select Registration Fields
  6. Click the Edit button beside the field to update
  7. Make your revisions to the field
    • To make a field mandatory (i.e. required) set 'Required' to YES or No for not required
    • To make a field hidden set 'Display Field' to 'NO'
    • To set a field as an administrative field (will not display to the end user), set 'Admin Only' to 'YES'
    • If you have options defined, scroll down and click edit for each option, apply changes and click Update.
  8. Click Update Field Information to save changes

#4 How to add more information for a field on the Registration Form?

  1. Click Dashboard
  2. Click Attendee Module
  3. Click Settings
  4. Click Registration Setup in the horizontal menu
  5. Select Registration Fields
  6. Click the Edit button beside the field to update
  7. In the Field Description, add text
    • To add information to a Field option, edit the field option, then update the Additional Row Text or Additional Popup Text fields
  8. Scroll down and click Update button to save changes

#5 How to delete a field on the Registration Form?

  1. Click Dashboard
  2. Click Attendee Module
  3. Click Settings
  4. Click Registration Setup
  5. Select Registration Fields
  6. Click Remove button beside the Field to delete
    • NOTE: if unsure about deleting the field entirely - set Display Field to NO, this will make the field hidden and will still keep the field in the system, if you want to be able to use this field at a later time or copy the registration form fields when setting up another conference.
  7. Confirm the Delete.

#6 How to add additional text information on the screen or in a popup window for a field option?

  1. Click Dashboard
  2. Click Attendee Module
  3. Click Settings
  4. Click Registration Setup
  5. Select Registration Fields
  6. Click Edit button beside the field to update
  7. Click Edit button beside the field option to add more information to
  8. There are two possible places to add more information:
    • Additional Row Text - will display a row of text on the screen to the right of the field
    • Additional Popup - will display an  i  icon and a popup window with the additional information


#7 How to Add a Link on a Registration Form to another site or to a document?

You may add a link on a registration form to another site or to a document located on another server. For example, adding a link to the Hotel bookings site.

  1. Click Dashboard
  2. Click Attendee Module
  3. Click Settings button
  4. Click Registration Setup in horizontal menu
  5. Select Registration Fields
  6. Click + Add New Field button
  7. Select Field Type = Screen Text
  8. Enter a label for Field Label E.G. Hotel Link
  9. In the Field Description, enter text, then highlight the text to be linked and then click the Link icon
    E.G. Enter 'Click here to book your hotel', highlight 'here' and click the Link icon
  10. Enter the URL address
  11. Click the Target tab
  12. Select New Window (_blank)
  13. Click OK button
  14. Scroll down and click Add/Update Field Information button

NOTE: To upload a document and link to it, refer to General > Admin Dashboard FAQ


#8 How to Define Registration Fees and Dates for Early Bird, Regular / Late and Onsite?

IMPORTANT NOTE: All servers work on GMT - ensure to offset your dates and times accordingly for your time zone.

  1. Click Dashboard
  2. Click Attendee Module
  3. Click Settings button
  4. Click Registration Setup in horizontal menu
  5. Select Registration Fields
  6. Click Add New Field button
  7. Select Radio button for Field Type
  8. Enter a Field Label e.g. Registration Fee
  9. Click Financial Value radio button (i.e. so it is selected)
  10. Click Add Field button
  11. Click Required field to Yes
  12. Click Main Registration field to 'Yes'
  13. Click Value Count field to 'Yes'
  14. To apply a universal cutoff date across all registration categories
    • For Late Date, click the calendar icon and select the cutoff date and time
    • if applicable, for Onsite Date, click the calendar icon and select the cutoff date and time
    • Click Update Field
  15. Next define your Registration Categories (e.g. Full, One Day, Half Day) by clicking Add option button and define each type option
  16. Enter an Early/Standard Rate Price
  17. If applicable, enter a Late Rate Price
  18. If applicable, enter an Onsite Rate Price
  19. Scroll down and Click Update Option to apply the changes.
  20. Repeat steps 15 to 19 for each Registration Category type option


#9 How to Edit / Extend the Deadline Date / Time on a Registration Form?

  1. Click Dashboard
  2. Click Attendee Module
  3. Click Settings button
  4. Click Registration Setup in horizontal menu
  5. Select Registration Fields
  6. Click Edit button beside the Registration Category field that contains the pricing
    • If you have a universal cutoff date for all or your price options, edit the Late Date / Onsite Date with the new date and time by clicking the calendar icon and selecting the new date and time
    • Click Update Field button
      • If you have different dates define on EACH option, then
        • Click Edit button beside each applicable Registration Category price option
        • Change the Late Date field by clicking the Calendar icon and picking a new date and time
        • Scroll down and Click Update Option to apply the changes.
        • Repeat steps for each price option.


#10 How to Add / Hide the Registration / Discount Code box?

  1. Click Dashboard
  2. Click Attendee Module
  3. Click Settings button
  4. Click Registration Setup in the horizontal menu
  5. Select Registration Fields
  6. Click Edit button next to the Registration Fees field (or the field where the discount code is to appear / be hidden)
  7. Set Display Discount Box to
    • YES = Display
    • No = Hide
  8. Save changes by clicking Update Field Information button at the bottom

#11 How to test a Registration Form?

You will want to create a testing contact profile to use to test.

If you attempt to test using an account that has admin access, then the rules on the form will not apply and will allow the admin to bypass the rule checking such as mandatory fields so this will not provide a true test simulation of what an end-user will experience.

See - How to Add a Contact & How to Add a Contact to a Group
NOTE: Once you add your test account, ensure to update the group information for the account if you are using member type groups / non-member groups to display specific fields.

How To Test:

  1. Click Dashboard
  2. Click Attendee module
  3. In the Attendee overview screen, locate the URL beside the Front-End Landing Page, copy and paste the URL into a private/incognito browser window
  4. Login using the testing account
    • Note: In the Attendee Module, settings screen, Site Open needs to bet set to Yes
  5. Begin testing the form
    • Note: If using Display logic based on a group, update the test account group information to test each scenario

X-CD Technologies (pronounced "Exceed"!) has been supporting the association and conference industry since 1995. All of our software modules are proprietary and developed in-house which gives us the flexibility to make customized changes to meet all of our clients unique needs.

We have offices in both San Francisco and Toronto and a network of conference management organizations and suppliers worldwide that can help and serve your needs wherever your next conference venue is located.

Our clients include both small and large associations and conferences and events range from as small as 100 to 5,000 attendees. Our client base includes universities, corporations, associations, private companies, conference management groups and government.

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