Add a registration code to form

[AStrickland1]

We have an event coming up and we are about to open up "VIP / Pre-Sales Registration".  There is no cost to our event, so nothing to purchase or anything.   

We will be personally inviting folks, however I need a way to ensure only the people we invite can register in case the page gets shared or something. So I need some kind of code they can put into the form that is required to register.   Any idea how to do this without doing the whole discount code/purchasing thing?

[DStaat]

Hey @AStrickland1 ! event·hapily has a workflow action that (when combined with a branch action) can ensure only people you invite get registered.

The app keeps track of which Contacts are registered to what Events using Session and Registrant objects  along with association labels. It creates Registrant objects and associates Contacts to the correct Sessions using its Create Registrant workflow action.

The solution here would be to:

1. Have your Contacts fill out the registration form using one of the invite codes you send them. Have the form add the code to a property on the Contact.

2. Once that form is filled out, enroll the Contact into a workflow with a Branch action.

3. Create two Branches. One for if the code on the Contact is valid, and the other for if the code is invalid.

4. On the Valid branch, use event·hapily’s Create Registrant workflow action to register the Contact for your Event’s Session and Send him a confirmation email!

5. On the Invalid branch, send an email to the Contact letting him know that the code he used did not work.

An important thing to note here is that the Create Registrant workflow action relies on event·hapily’s Latest Session Registration ID Contact property. It just requires the Record ID for the Session you want to register the Contact to.

Make sure that your form adds that Record ID to the Contact’s Latest Session Registration ID property via a hidden form field before sending it through your workflow!

Let me know if you have any further questions. I’d be happy to answer them.

Best,

-David Staat

[karstenkoehler]

Hi @AStrickland1,

Personally, I wouldn't go with a solution that involves a personal code. The code, like the registration link, could be shared with other contacts and the restriction bypassed.

The easiest solution here, in my opinion, is not restricting registration at the moment of the form submission but at the moment of confirming whether the registration is successful or not.

If you have Marketing Hub Professional subscription, you could enroll all contacts who submitted the form in a workflow, branch by membership in the list of all eligible invitees and send a confirmation to them, a rejection to all others, saying that this is a closed event and that they are not on the invite list.

Without a Marketing Hub Professional subscription, you would have to do this with active lists instead of an if/then branch. Approved registrants, rejected registrants, and send a confirmation or rejection email once a few days.

@OPerek-Clark, a smart content solution would require all contacts to access the landing page through an email and to have cookies accepted, otherwise this won't work reliably, wouldn't it?

Best regards!

[OPerek-Clark]

Good point @karstenkoehler. For the smart content to work they would need to be cookied already.

I like what you suggested and having a step after submission to validate if they are on the invite list and follow up appropriately. 

[AStrickland1]

Thanks for the response @OPerek-Clark and @karstenkoehler .  That approach could work for the folks we have in the system and invite via email, but there will be some that get personally invited by our sales reps.  Personally I would rather have someone not be able to submit without the code so we don't have to "reject" folks.  We will be opening it to general registration later.  

Also, I don't want personal codes for each, but just one code that we can share with them via the email that they have to put into the form for it to work.  Just like a discount or offer code.   While it might not be the perfect solution, do you know if it's possible? 

[karstenkoehler · Accepted solution]

@AStrickland1, sure, you can always add a custom form field to ask for a code. You could then create a list of people who have put in the correct code and only confirm those.

[OPerek-Clark]

@AStrickland1 

If you already know all of the folks you'll be inviting, you could create a list with those individuals. Then replace the form module on the landing page with a rich text module. That way, you can add a smart rule based on list membership to only show the form to specific individuals by adding a form's embed code to the source code of a smart rich text module. 

Reference: Smart content | Frequently Asked Questions

Let me know if this works for you!