The key to successfully scaling any 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 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

Form Library permissions can be broken into top-level and limited access, described below.

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

You can create a form template from the top-level Library or from a theme or event. When you create a form template, the following information is saved with the form:

• Form questions, including field names and labels
• Conditional logic
• Style mapping (set in the Style tab)
• Question IDs

3.1 Creating a form template in the library

To create a form template from the Library:

1. Navigate to the Library tab.
2. Select the Forms tab.
3. Click New Form.
4. Enter a name for the form, then click Create.

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 template in a theme or event

To create a form on a theme or event:

1. Click into a theme or event.
2. Click the Registration Form touchpoint.
3. Customize your form, then click Add to Library.
4. Enter name for the form.
5. Click Save. 

Once the form is successfully saved to the library, the Add to Library button will update to 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, learn how to apply a form to a theme or event as well as make updates to a form template.

4.1 Applying a form to a theme or event

To apply a form to a theme or event:

1. Click into the theme or event's Registration Form touchpoint.
2. Click the dropdown in the upper-left corner and select Use Form from Library.
3. Select your form.
4. Click 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, refer to the next section.

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.

To make an edit to a form template:

1. Open the form in the Form Library or on a theme or event page.
2. Make your edits.
3. Click Save.
4. Select the Update existing form option in the window that appears.
5. Click Confirm.

Heads up! Reminder 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 — ensuring that any future updates made at the Library level will retroactively reflect on the event.

4.3 Deleting a form

You can delete forms 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. Splash will make a copy of the form so your program can continue to operate.

To delete a form:

1. Navigate to the Library tab.
2. Select the Forms tab.
3. Click the three dots in the upper left of your form.
4. Click Delete.

Splash will always notify you of all the themes and events currently using the form before you click Confirm.

You will receive 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 Splash caps the list at 500 events.

5. Setting a default form library for all new events.

If you need to ensure a particular form from the Form Library is a default form for all new events, the Form Library also allows you to set a default form for all your new events.

When this setting is enabled forms from your Themes will not carry on when creating new events, here is how to turn it on.

1. Navigate to the Library tab.
2. Select the Forms tab.
3. Click the three dots in the upper left of your form.
4. Click on Settings.
5. Mark the check box next to "Set as the default form for my organization"
6. Click Save.