Registration Form Condensing

[erinmbarr]

We are currently working on a project for a client who hosts numerous events throughout the year. Besides creating a new landing page for each event, they have been creating a new form as well. They are looking for an easier way to set up forms and condense them to down to one. 

My initial thought is to add the event as a drop-down contact property and have registrants scroll to the event they would like to register when they fill out the form. The client would have to go into HubSpot to add the event to the options and delete older events from time to time but this keeps everything in one form. They could use a filter to find who attended which event under contacts or set up workflows if they like. 

My only concern is that if they have to delete an old event, the info will not stay on the contact for future tracking.

Has anyone encountered something like this? Is there any easier way? TIA! 

[hapilyJonathan]

Hey Erin,

Our newest app event•hapily has native functionality for registration form management and storing historic, current, and future event + registration information by utilizing custom objects:

• Events - The instance of an event
• Sessions - The instance of an individual session that belongs to an event
• Registrants - The instance of a contact registering/attending a specific session/event. 

All of these object records get associated together and association labels get applied depending on if a registrant/contact attended an event or not. Since these objects store information outside of the Contact record but are still associated with the object record, you can easily pull information, build reports, and automate workflows based on the associated objects.

HERE is an article going over the different custom objects and how they work.

For registration form management, event•hapily utilizes a "Create Registrant" workflow action that refrences a Contact property called "Latest Session Registration ID" to automatically register a Contact for a Session. Meaning all you need to do is add the Session's Record ID to a hidden form field for the Contact property "Latest Session Registration ID". 

HERE is video going into more detail.

Since the Contact property "Latest Session Registration ID" is the main requirment for registering a Contact to a Session, there's a lot of flexibility when it comes to how you manage your registrations. event•hapily also comes with Dynamic Session Landing Page templates that will automatically populate the Latest Session Registration ID hidden form field for you.

There's a load of other event management features you can check out HERE or feel free to get started by installing event•hapily HERE.

Feel free to reach out if you have questions. 

Hope this helps! 😁

-Jonathan

[MFrankJohnson · Accepted solution]

Q: My only concern is that if they have to delete an old event, the info will not stay on the contact for future tracking.?

Short A: 1000% correct.

Longer A:

Do not delete old event options (still being used in contact records). Doing so will destroy historical data. Instead, just turn off old events options from appearing in forms.
- see image

Only Show 'Active' Options On Forms

Help answer your question? If so, remember to accept this solution now.

Best,
Frank

Chief HubSpot Consultant

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MFrankJohnson.com | Perfect HubSpot Series | Connect on LinkedIn

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