Forms

Create registration forms, generate public links, and customize the look of your forms in Evencia.

Overview

The Forms feature lets you build the registration forms that guests fill in when they sign up for your event. You decide which fields appear, which information is required, and how the form looks. You can also create public links that anyone can use to register directly from the web.

Forms work together with Tags — every form is linked to one or more tags, and guests who belong to those tags use that form to register.

Where to find Forms

Open your event from the Evencia dashboard.
In the event menu, select Forms.

The Forms area has three tabs:

Tab	What it contains
Forms	The registration forms for your event
Predefined Fields	Reusable fields you can add to any form
Public Forms	Shareable links that let anyone register online

Before you start

You need the Organizer or Event Manager role for the event.
Before creating a form, you must have at least one Tag that is not yet linked to any form. Tags act as guest categories (for example "Attendee", "Speaker", "VIP").
Specific permissions control what you can do: creating, editing, deleting, and restoring forms are each separate permissions. If you cannot see a button, you may not have the required permission — contact your administrator.

Forms tab

What is a form?

A form is the questionnaire a guest completes when registering for your event. Each form must be linked to at least one tag. Guests under that tag fill in that form.

A form always includes First name, Last name, and Email as required fields. You can add as many additional fields as you need.

Create a form

Go to Forms.
Select Create Form.
Fill in the details:

Field	What to enter
Form Name	A name for the form (up to 50 characters). This is for internal use only — guests do not see it.
Tags	Choose one or more unassigned tags. Guests under these tags will use this form.
Guest Photo	Choose whether a guest photo is None (not collected), Optional (guests may upload one), or Required (guests must upload one).
Default Language	The language the form is shown in by default.

Use the form builder to add fields. Drag fields from the panel on the left into the form area.
Select Save Form.

Field types you can add

Every input field has a Label (what the guest sees), a Key (a unique internal identifier), a Required toggle, and — depending on your event's settings — a Private toggle (hides the field from guests and reserves it for internal use) and a Conditional Visibility toggle (see Visibility conditions below).

Field type	What it collects	Extra settings
Text	A single line of text	Placeholder text; validation (any character, letters only, or numbers only); allow/block special characters; minimum and maximum character length
Textarea	Multiple lines of text	Same options as Text
Dropdown	A choice from a list (one answer, unless Multiple Choice is enabled)	Option list (or use the Countries / Nationalities quick-fill buttons to auto-populate the list); Multiple Choice toggle to allow more than one selection; Default Value; Conditional Options
Radio	A choice from a list (one answer, shown as buttons)	Option list; Conditional Options
Checkbox	One or more choices from a list	Option list; Conditional Options
Date	A calendar date	Placeholder; minimum and maximum selectable date
Time	A time of day	Placeholder; minimum and maximum selectable time
Date Time	A date and time together	Placeholder; minimum/maximum date and minimum/maximum time
File	A file upload	Maximum file size and allowed file types for this field (falls back to the event-wide upload limits if left blank)
Phone Number	A phone number, with a country code/flag selector built in	Placeholder; Validate phone number toggle
Rating	A star rating	Maximum number of stars (3 to 10)
NPS	A score from 0 to 10	None — always shows a fixed 0–10 scale labeled "Not at all likely" to "Extremely likely"
Matrix	A grid of questions, each answered on the same rating scale	Option list defines the rows (questions); the rating scale columns are fixed

Layout elements (no answer value — used to organize the form):

Element	What it does	Extra settings
Section	Groups fields visually under a heading	Label (shown as the section heading)
Step	Splits the form into multiple pages, with its own page of fields	—
Columns	Places fields side by side in 2, 3, or 4 columns	Number of columns; Wrap on small screen toggle to stack columns on mobile
Text (content block)	Static text shown on the form (instructions, notices, etc.)	Font size, color, bold/italic
Image	An image shown on the form	Width and height
Video	A video shown on the form (MP4, WEBM, or MOV)	Width and height

You can also add Predefined Fields — reusable fields you have already set up in the Predefined Fields tab. These appear at the top of the field list in the builder.

Tip — multiple languages: If your form supports more than one language, every label, placeholder, option, and content block can be translated. Use the Editing Language selector in the field settings panel to switch between languages while editing.

Visibility conditions (show or hide fields)

You can make a field appear only when the guest has answered a previous field a certain way. For example, show a "Company Name" field only if the guest selected "Business" in a "Registration Type" dropdown.

Select the field you want to control, and open its settings in the builder.
Turn on Conditional Visibility.
Add one or more conditions. Each condition has:

Part	What it means
Source field	The other field whose answer will be checked
Operator	How to compare the answer: Equals, Not Equals, Contains, Greater Than, Less Than, Is Answered, or Is Not Answered
Value	The value to compare against (not needed for "Is Answered" / "Is Not Answered")

If you add more than one condition, choose how they combine:
- All conditions (AND) — the field only shows when every condition is true.
- Any condition (OR) — the field shows when at least one condition is true.
Removing the last condition turns off conditional visibility for that field.

Note: The source field must come before the field you are configuring, and must have a key (layout elements like Sections and Columns cannot be used as a source).

Conditional Options

Dropdown, Radio, Checkbox, and Matrix fields support a related feature: instead of hiding the whole field, you can swap in a different set of options depending on another field's answer. For example, a "City" dropdown could show different cities depending on the "Country" selected. This is configured the same way as visibility conditions (source field, operator, value), from the field's Conditional Options settings.

Edit a form

Find the form card and select the Edit button (pencil icon).
Change the name, tags, photo setting, language, or fields.
Select Update Form.

Note: If you add a new required field to a form after guests have already registered, any guest who previously submitted the form without that field will have their registration marked as incomplete. Evencia can automatically send them an email or WhatsApp message asking them to complete it, if those automated notifications are enabled for your event.

Duplicate a form

Duplicating creates a copy of a form with the same fields and design, but with no tags assigned. This is useful when you need a similar form for a different guest category.

Find the form card and select the Duplicate button (copy icon).
Enter a name for the new form.
Select Duplicate.

The new form appears in the list with no tags. You can then edit it and assign tags.

Design a form (branding)

Each form can have its own visual design, which is what guests see when they open the registration page.

Find the form card and select the Design button (palette icon).
Adjust the design using the tabs:

Tab	What you can customize
Images	Banner image, footer image, logo, and language selector
Background	Solid color, gradient, or image background
Colors	Primary color, text color, button color, error color, and more
Typography	Font family and font size
Layout	Corner radius, field spacing, and maximum form width

Select Save Design.

Copying a design from another form: If you want to apply the same design as another form, expand the "Copy design from another form" section at the top of the dialog, select the form to copy from, and select Apply. This copies all colors, typography, and layout settings. Images are not copied.

Image guidelines

Image	Maximum size	Where it appears
Banner	5 MB	Across the top of the form
Footer	5 MB	Across the bottom of the form
Logo	2 MB	Above or over the banner
Background	8 MB	Behind the entire form page

All images are automatically optimized and converted to WebP format.

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Design a form

Delete a form

Deleting a form moves it to the trash. The form is no longer active but can be restored.

Find the form card and select the Delete button (trash icon).
The form is sent to the trash and marked "Trashed".

To see trashed forms, use the Active / Trashed / All filter above the form list.

Restore a form

Use the Trashed filter to find the form.
Select the Restore button (rotate icon).

The form is returned to active status.

Permanently delete a form

A form must be in the trash before it can be permanently deleted.

Use the Trashed filter to find the form.
Select the Delete button (trash icon) on the trashed form.

This action cannot be undone.

Search and filter forms

Use the search bar to find forms by name, tag, or field key.
Use the Active / Trashed / All filter to control which forms are shown.

Predefined Fields tab

Predefined fields are reusable field templates that you can add to any form in your event. Instead of configuring the same field from scratch every time, you create it once and it appears in the form builder.

Create a predefined field

Go to Predefined Fields.
Select Create Field.
Fill in the details:

Field	What to enter
Title	The name of the field as it appears in the builder list
Icon	An optional icon shown next to the title
Label	The text shown to the guest above the field
Key	A unique identifier for this field (letters, numbers, underscores, hyphens — must start with a letter or underscore)
Type	The type of field (text, dropdown, checkbox, etc.)
Placeholder	Optional hint text shown inside the field
Required	Whether guests must fill in this field
Options	For dropdown, radio, checkbox, and matrix fields: the choices available to the guest

Select Create Field.

Create Predefined Field

Edit or delete a predefined field

Find the field in the table and use the Edit (pencil) or Delete (trash) buttons.

Note: Each field key must be unique within your event.

Public Forms tab

A public form is a web page anyone can visit to register for your event — no invitation needed. You create a public form by linking it to a tag (and therefore to the form assigned to that tag). When someone submits the public form, they become a guest under that tag.

Create a public form

Go to Public Forms.
Select Generate Public Form.
Fill in the details:

Field	What to enter
Name	A name for this public form link (for internal reference)
Tag	The tag (guest category) that registrations will go into. The tag must already have a form assigned to it.
Description	Optional text describing the form or the registration
Submission Limit	The maximum number of registrations this link will accept. Leave empty for no limit.
Password	Optional. If set, visitors must enter this password before they can see the form.

Select Generate Public Form.

A card appears with the public URL. Share this link with anyone you want to invite to register.

What happens when someone registers

When a visitor submits a public form:

They are added as a guest under the linked tag.
Their registration status is either Approved (if the event uses automatic approval) or Pending (if manual approval is required).
If the event has automated emails or WhatsApp messages enabled, the guest may receive a confirmation or pending notification automatically.
After submitting, the guest sees a confirmation screen with their status and a QR code.

Edit a public form

Find the public form card and select the Edit button.
Update the name, description, submission limit, or password.
Select Update Public Form.

Delete and restore a public form

Select the Delete button to send the form to the trash.
Use the Trashed filter, then select Restore to bring it back.
To permanently delete it, it must be in the trash first.

Copy the public URL

Select the Copy button on the public form card to copy the link to your clipboard. Share this link by email, social media, or any other channel.

Common issues

I cannot create a form

Check that you have the form.create permission. If you do not see the Create Form button, contact your administrator.
Make sure there is at least one tag that is not already assigned to another form. Each tag can only belong to one form at a time.

Use Steps in your form to split a long form into multiple pages. This makes the experience easier for guests on mobile devices.
Use Sections to group related fields visually, making the form easier to scan.
Use Conditional Visibility to keep forms short by only showing fields that are relevant to a guest's previous answers (for example, only asking for a company name if the guest registers as a business attendee).
Set up Predefined Fields for information you collect at every event (such as company name or dietary preference) so you can add them to forms quickly.
Use the submission limit on public forms to control capacity for popular events.
Use password protection on public forms for private events where you want to control who can access the registration link.