Steps to follow for invitation or online registration forms

In this blog, we’ll walk you through how to create forms based on a specific use case. HeyForm makes it easy to create your own forms for invitations, surveys, follow-ups, newsletters, etc.

Different functions are well suited to other uses, so to optimize use we’ll go through the examples step by step.

Create a form for an invitation or online registration

When using HeyForm to create an invitation or web application form, it is optimal to use features such as email confirmation, editable responses, notifications, and messages. We will go through these features below.

Step 1: Create a form with fields and instructions

Start by creating a new form. Add the fields that your invitation requires (Name, company, email address, options for dinner, mingle, seminars, etc.) and add introductory text and footer if needed.

Step 2: Set up confirmation email

An important part of an invitation is to send a confirmation email to the respondent. Not least to thank the respondent for coming, but also to give them a receipt of their registration.

In addition, when you create invitations through HeyForm, you have the option of including a link in the confirmation that allows the respondent to change their registration on their own until the OSA date that you have specified in the form settings.

In the Forms section of the online form builder software, select “Send confirmation by email”. Select the field in which the respondent will enter their email address (must be an email field, and preferably marked as required).

Then click on “Confirmation settings” to open more options.
A message in the confirmation is mandatory, so enter one.

Here you can also enter the name of the sender (e.g. your name or your company) and indicate whether you want to send a link to the respondent’s answers, and the questions and answers as part of the confirmation to the respondent.

Save the changes in the form when you have finished the email confirmation.

Step 3: Messages

Of course, you can create your own messages that appear when someone submits a new response to your form, or save changes to an already submitted response via the link in the email confirmation.

You can also edit the messages that appear when the form is closed when the maximum number of participants in your invitation has been reached, etc.

Click on Messages under Edit in the form menu to access the messages section. Then click on the message you want to edit, click on the text and the message will open in edit mode.

Here you can edit and format text, add links, images, embedded maps, videos from Youtube or Vimeo, and much more.

Step 4: Notes

If you need to keep an extra eye on incoming responses and activity in the form, you can easily add your email address as a recipient of a notification when new or edited responses are received to your invitation.

Click on Notifications in the form menu to access the notifications section. Enter the email address to which you wish to receive notifications and whether you wish to receive notifications of new and/or edited responses.

The notifications will always contain all the answers provided by the respondent so that you do not have to log in to HeyForm to see the details of the respondent when the notification is sent to the email address provided.

Step 5: Design

HeyForm offers several features that allow you to create your own design on your forms for invitations, surveys, events, etc.

For example, you can choose the background color, background image, fonts, size colors, etc. Click Design under Edit to go to the form design section.

Other settings for your form

For example, you can set the maximum number of responses you want to receive in the invitation form. This is ideal if you only have a certain number of places available.

The same goes for multiple-choice options, such as radio buttons, where you can specify how many seats are available per option. This is ideal for seminars at a trade fair, for example, where the number of places is limited.

You can also specify the start and end date of the publication of the form, allowing you to share the link to the form before it is opened.

Of course, you can edit the messages that appear if visitors arrive at the form before or after the specified publication time.

Your invitation form is now ready for publication. Click on Share in the menu of the form to see what options you have regarding the distribution of the form to the participants you want to invite.