Forms are a great way to collect information from people. They can be used to update your Elvanto Database, and accept event registrations. Forms are easily shared through a link, or you can embed them onto your website.
Adding a New Form
When adding a form, you have two types of forms you can add, Standard or Registration. Both forms function the same way, the only difference is that Registration forms allow you to accept registration for events.To add a new form, select 'Forms' from the left-hand menu on your Elvanto dashboard and then select 'Create Form'.
Customizing Your Form
Under the ‘Layout’ section you will see where you can add additional questions and fields to your form. On the right, you have several additional layout customizations. You can expand the menus by clicking the plus button. You'll then be able to drag and drop the fields over onto your form.
You can customize things such as the basic form color as well, these settings are toward the bottom of the screen.
You can use existing default fields from the profile (People Fields), custom fields that you set-up for your People Categories (People Custom Fields), or create new custom fields specific to forms (Form Custom Fields).
How to Add a Form Custom Field
To add a Form Custom field, click the plus sign to expand your options and select “Add Custom Field.” You can customize the type of field or question you would like to create, and click the ‘Save’ button.
Please Note: Form Custom fields look and function the same way as custom fields in a People Category, however a Form Custom Field cannot be used in a People Category Layout.
Conditional Form Fields and Headings
In situations where you have fields that may not apply to all people, you can use conditional fields.
Example: You are creating a form for an event that includes food. You want to include an “allergy” field specifying the allergy, but you don’t need that field to show unless someone actually has food allergies. You could add a form custom field asking the registrant if they have food allergies. Adding a condition to the “allergy” field will cause it to only appear if the answer to the food allergy question is "yes". This will help to keep your forms relevant to those completing them and keep them looking sharp.
If you need entire sections to appear in your form based on a condition, you can also set a condition for headings, sub-headings, and descriptions along with any conditional fields.
For more information on how to set up conditional fields within a form, please view our overview video below.
Since there are two different kinds of Elvanto forms, there are going to be two different ways you can set limits for submissions. If you are using a registration form, you will be able to set limits for submissions by setting a ticket amount on the registration tab of the event that is linked to the form. If you are using a standard form, right below the form layout on the edit tab, you will have the option to set a limit:
You may set any limit you like, but if you would like to allow for another submission after the limit is met, you will either need to increase the limit in the setting area shown above or delete a submission. All other submissions (whether their status is approved, pending, declined, or archived) will count toward the submission limit. Additionally, if you have enabled multi-person submissions for the form, each layout section that is filled out for each person will count as a separate submission even if they are submitted together.
You will be able to see as the admin how many submissions are left in the limit on the Submissions tab of the form.
Once a Form Has Been Submitted
You can set up your forms to perform a variety of actions once they have been submitted.
First, select if you'd like to have a person’s profile automatically updated or whether you'd like an admin to approve the information first.
You can also add in the names of people who will administer the form. They will be the ones approving submissions if enabled.
Approving the submission involves checking that the database has correctly linked the form submission to the person’s profile and that all information is correct.
The ‘Actions’ options work very similar to automated actions when creating a People Flow. Choose an option from the drop-down menu and follow the prompts. You can add multiple actions by clicking the green plus button next to the item.
Once you are happy with the layout and options, click on the ‘Save’ button and you are ready to use your form.