The key to any successful scaled event program is maintaining a library of compliant and branded assets - one of the most important being your event’s registration form. This guide will help put quality control in your hands when it comes to collecting guest registration data.
On this page:
1. Introducing the Form Library
Use the Form Library to:
- Create a set of on-brand form templates that can be shared across your team.
- Make updates to questions, legal language, branding, etc. across many themes in seconds.
- Ensure guest data is captured and passed to your integrations in a standardized way.
2. Accessing the Form Library
When it comes to Form Library permissions, they can be broken down into top-level and limited access.
Top Level Access: Admins, Admins (Basic), and Creative Specialists have top-level access meaning:
- These roles can use the Forms Tab in Splash's top-level library to create, edit, and modify form templates.
- They can also apply form templates to themes/events and make changes to the form templates.
Limited Access: All other roles have limited access meaning:
- These roles have no access to the top-level Splash Library, meaning they cannot create form templates nor can they modify existing templates.
- They can still apply form templates created by Admins or Creative Specialists to themes/events. Any changes they make to a form will create a copy of the form and will not be reflected on the form template.
3. Creating a form template
Form templates can be created at the library level or the theme/event level. In addition to saving all form content (including questions with conditional logic applied), the Form Library will also save all styling that is applied to the form.
3.1 Creating a form in the library
You can create and design directly from your library. First provide the form with a unique name to differentiate it within the Form Library and hit Save.
When saving the form with the same name as another form that already exists the library, an error will appear prompting you to save the form with a different name. This ensures that forms remain separate and organized for easy navigation within the Form Library.
If your team has Brand Library set up, your brand’s colors and fonts will populate in the form’s style tab.
If your brand is not set up, you’ll see Splash’s default font and a grayscale color swatch. Once that form is applied to a theme or event, it will inherit that theme or event’s color swatch.
3.2 Creating a form in a theme or event
If you’ve created a form on a theme or event that you’d like to be added to your library, click Add to Library to save the form.
Once the form is successfully saved to the library, the Add to Library button will update with the language Added to Library to confirm the save has processed.
The design of any form is just as important as its content. In addition to saving all form questions, the font and color swatches of the form will also be saved in their current states.
4. Applying, updating, or deleting a form template
Next, we'll walk you through how to apply a top-level form to a theme or event. We'll also show you how to make an update to a top-level form and if necessary, delete a form.
4.1 Applying a form to a theme or event
Now that we have a top-level form created, let's ensure that everyone in your organization will be able to use it. We can achieve this by applying a top-level form to a theme.
From inside the theme’s Form Touchpoint, click on the drop-down menu within the left-hand corner and select Use Form from Library.
The Form Library will appear with a list of all your team's saved forms. To apply a form, click on the desired form and select Apply Form.
A confirmation screen will appear to ensure the selected form should be applied. If you've selected the correct form to apply to your theme and are ready to proceed, click on Confirm to apply the form.
As soon as you apply the form to the theme, all future events created from this theme will contain a copy of the theme’s form, not a reference to the actual form saved to the Library. This means that any updates made to the top-level form won’t reflect in the form on your live event pages. If this is functionality you need, stay tuned for instructions.
4.2 Updating a form
There may be cases where you need to update a form in your library - for instance your terms and conditions link changed or a new registration requirement came up for your event program.
You can edit an existing form directly from the Library, or by applying the form to a theme or event page. Make your necessary adjustments and then click Save to either update the form with your changes or create a new copy of the form.
Selecting the Update existing form option will apply your newly saved form to all themes and events that are currently using the original version of the selected form.
Heads up! Remember we explained earlier that events created from a theme contain a copy of the theme’s form. When an update is made to a top-level form on a theme, events already created from the theme will not retroactively update by default.
However, you can use the same instructions in the “Applying a form” section above to apply a form from your Library to an existing event. This will create a link between the form on the event and the form in the Library and ensures that any future updates made at the library level will retroactively reflect on the event.
Splash will always notify you with the number of themes and events currently using the form before updating them. Click Confirm on the next screen to complete the process.
Selecting the Save edited form as a copy option will create a new version of the form within the Form Library and won't impact any other events or themes.
4.3 Deleting a form
Forms can be deleted from the Forms tab in the Library to prevent them from being applied to themes or events moving forward. Rest assured that any themes or events currently using the form will be unharmed - we'll simply make a copy of the form so your program can continue to operate.
We'll always notify you of all the themes and events currently using the form before you click Confirm. We'll also send you a confirmation email once the removal is complete with a recap of all the themes and events that now include a copy of the form. Heads up that we cap the list at 500.