In step 3 ("Attendee data") of the event creation process, you have the possibility to define questions that are asked in the course of the registration and that have to be answered by your bookers in order to successfully sign up for your event.
- The difference between attendee and booking details
- Ask additional questions
- Offer products
- Advanced Settings
- Export booker and attendee data
1. The difference between booking and attendee details
doo differentiates between booking and attendee details:
1.1. Attendee details: Questions on attendee level
The questions that are defined in the attendee details will be asked separately for each attendees, so once per selected ticket. Here you can collect information about each individual attendee such as name, organization, personal interests or special diet. If a booker selects three tickets in the registration process the attendee questions will be asked three times while the booking form (see 1.2.) only needs to be filled out once.
In case you activated tickets for your event and would like to display the name of the attendee on the respective tickets, you should mark at least "Name" as mandatory field on attendee level, so that the booker has to enter the name of each attendee individually.
If you want to make sure that not only all bookers but also all attendees are saved as doo contacts in your contact center, please also mark the email address as mandatory field since the email address acts as identifier for doo contacts. More information about data synchronization at doo please follow this link.
To collect further standard data of your attendees such as salutation, address or organization, simply select them by ticking the checkboxes.
If you display the attendee data before the booking form in the booking process of your event, your bookers have the option to copy the answers they already entered for the one attendee to further attendees as well as to the booking form. That way he does not need to enter them multiple times.
1.2 Booking form: Questions on booker level
The information of the "Booking form" will be asked once per booking and refer to the person who makes the booking and is therefore the recipient of the confirmation and - in case of fee-based events - the formal invoice recipient.
For fee-based events the necessary information to create a proper invoice is automatically asked on booker level. This includes name, email address, address and organization, of which the latter is an optional field. For free events the address and organization are optional.
If you display the booking form before the attendee data in the booking process of your event, your bookers can copy their entries from the booking form to the attendee questions: If they click on "Copy from booking details" the standard questions such as name, e-mail address and address will be pasted into the respective fields of the attendee questions.
1.3. Merge first attendee and booker
Since 03.03.2021, you have the option to combine the questions for the first attendee and their booking data. This is useful, for example, if you have allowed a maximum of one ticket per person at your event or if you want to significantly shorten the booking process for your customers. As the organizer, you will still receive the attendee's data and the booker's data separately after the booking is completed, which will then just match.
To activate the function for an event, click on the checkbox "Merge first attendee and booker in the booking process":
2. Ask additional questions
Additionally required information on booking or participant level can be requested by clicking on "Create custom question" in the respective section and selecting the corresponding type of question.
Example: The assistant of a company registers two of his colleagues for an event. In addition to the standard invoice information further data regarding the company is asked such as sector and number of employees. Since this information applies to the whole booking and counts for both attendees, these questions are asked on booking level ("Booking form"). In order to better plan the event, the organizer needs additional information for the catering and therefore offers each attendee an option to enter eventual food preferences ("Attendee data").
By default, all custom questions you create will be asked during the registration process, no matter which ticket is booked. Enterprise customers, however, have the option to ask custom questions dependent on the selected ticket category. That way they can for example define that only if the ticket category "Member" is selected by a booker he is asked to enter his membership ID, while that question is hidden for non-members.
Furthermore, enterprise customers have the possibily to map the answers to a custom question to a specific data field of the contact center. That way you can collect general information of a person such as position or sector not only on event but also on organisation level in your contact center. For more information regarding contact data fields, please follow this link.
When creating custom questions you can choose between eight question types.
- Open question: small text field for up to 100 characters, e.g for phone numbers, birth dates, membership numbers.
- Paragraph: large free text field for up to 600 characters, e.g for remarks, previous knowledge
- Dropdown: like simple selection, only that the possible responses won't be selected by checkboxes but from a list which extends when clicking on the question
- Simple selection: booker can define one answer from a predefined list by ticking a checkbox, e.g for yes/no questions or selection of room categories
- Multiple selection: like simple selection, but the booker can select more than one response, e.g "What are you bringing with you?" "Which of this courses have you already booked?"
- File upload: the booker is asked to upload a file (PDF, PNG, JPG) during the booking process e.g for trade visitor evidence, copy of a membership card or submission of a letter of motivation
- Phone number: a field in which a phone number must be entered, the entry of a country code is mandatory.
- Date: a field in which a date must be selected from a calendar, e.g. usable to query birth dates or any extra dates
Tip: Maybe you know it by own experience: The longer a registration form is, the higher the risk that a booker abandons the booking process. We therefore recommend to keep the number of questions as low as possible or at least leave them optional.
After having created your own custom questions, you can change their order by drag & drop. To do this, click on the dots on the left edge of the question and drag it to the desired position. The booking level questions specified by doo cannot be moved.
3. Offer products
In addition to custom questions you also have the possibility to offer free or paid products, which bookers can add to their ticket selection during the registration process such as workshops, catering or VIP packages. Products offer the possibility to define maximum capacities in order to control the number of bookings. All information about creating products can be found here.
4. Advanced settings
Below the attendee and bookin details you can find "Advanced settings", which offer you additional functions.
4.1. Prevent that prefilled questions are editable
Here you can specify whether and which data can be edited by the booker in the booking process in case contact data is prefilled. Prefilling booking or attendee data is possible when you are using the doo email manager for the invitation or personalized access codes. Not allowing the booker to edit the prefilled data is recommendable if you want to avoid that a personalized access code or invitation link is used for registering a different person.
4.2. Contact assignment when changing e-mail-address
At doo, bookers and attendees are assigned to existing contacts in your contact center based on their email address - if there's no contact with that email address yet, a new contact will be created for the respective person.
If you are prefilling contact data in the booking process by sending an email invitation via doo or a personalizing access codes and allow the recipients to edit the prefilled data before completing the booking (see 4.1) you should decide on how to handle situations in which a prefilled email address is edited by the booker. Do you want to create a new contact for that new email address with the data that was confirmed in the course of the booking? Then please activate that option. If you want that the booking / attendee stays linked to the existing contact, which was originally invited, please deactivate that option. This setting is recommendable, if you intend to use the doo event registrations to update your contact data base. More information about data synchronization can be found here.
4.3. Comments in the booking portal
You can give your bookers and attendees the possibility to subsequently add information concerning their booking via a general comment field in the booking portal (e.g. arrival time, food preferences). These comments will then be displayed on the booking detail page in your doo event manager and in the corresponding booking and attendee exports.
You can decide, if the comment field should be displayed on booking level (which means one comment field per booking) or on attendee level (one comment field per selected ticket). More information about the booking portal you can find here.
Another possibility to allow your bookers to add information after the booking is the booker self-service function. All information about this feature is collected in this article.
4.4. Opt-in and opt-out function for the e-mail delivery
All information about collecting email permissions during the doo event registration process can be found here.
4.5 Order of the question blocks
By default, the booking process asks for attendee data first and then booking data. The reason for this is that attendee data is usually more relevant and meaningful for event organizers and can be used in a variety of ways (e.g., for personalizing tickets, preparing name tags, sending e-mail campaigns, evaluations) than booker data, which is primarily collected for the purpose of booking processing and, if applicable, invoicing.
However, you can specify for your event whether the attendee data or the booking data should be queried first. You can specify the order of the question blocks in the "Define order of question blocks in booking process" field.
5. Export of booking and attendee data
All data a booker enters in the registration process can be viewed and edited any time by opeing the booing detail page in the doo event manager and clicking on "Edit data". Furthermore it is saved in the booking overview or attendee list of the corresponding event, which you can download from the event detail page. More information can be found in the article Download booking overview and attendee list.
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