Every event created with Meeting Mojo comes with support for a registration form, allowing delegates to sign themselves up for your event. The form can be customised to your liking by editing or removing default fields, adding new fields or sorting attendees into different Groups.
Other helpful articles:
These article links are also repeated in their appropriate sections.
Note that our registration forms do not support direct payments. If you would like to charge money for your event, you will need to integrate a HTML widget that allows for payments. Contact us if you need support with HTML.
The Registration Process
1. Set up a Simple Registration Form
- Go to the Admin Dashboard for your event.
- Under the 'Setup' heading, make sure 'Registrations' is turned on.
- To view your registration form, visit your event website and click 'Register'.
After setting up your form, it is highly recommended to make sure it works as intended. Visit the form and fill in all the fields, making sure to use contact details you can access.
Visit the 'helpful articles' section above for more ways to personalise your form.
To export all data entered into your form, visit the Dashboard tab, then choose 'All Attendees (CSV)' under the Reports heading.
Your form is now set up to allow basic registrations to your system. Keep reading this article for more helpful information or if you're tight on time, skip the rest and go straight to allowing new registrations and bookings.
2. Additional Options for Your Form
Your form is now ready for basic registrations but you might want to go a little further with personalisation. Luckily, your system has just the features to allow you to do so. Split attendees into Groups, add new fields and more.
Groups - selected at the first registration step
By default, your system will have one Group: 'Participating Company'. This Group allows all attendees to book with each other (outside of the same company), view everyone and be visible to everyone. However, you might want to change this for certain attendees. For example, there might be sponsors attending that want to be hidden or might not want to be booked with at all.
To create or edit existing Groups:
- Navigate to the Setup tab.
- Choose 'Groups' from the upper right menu.
- Edit an existing Group by clicking 'Edit' to the right of the name or create a new Group by clicking the grey 'New' button at the bottom of the page.
Need more fields in your registration form to collect other information not available by default? Custom fields can help you do just that. You can add fields to request a file upload, an image or even a HTML embed. Additionally, you have full control over any fields you add, meaning you can have them only appear on new company forms or vice versa or only allow certain Groups to use them.
If you require payments to access your event, you may need to add a HTML widget capable of doing so, as your form does not support direct payments otherwise.
To create a new Custom Field:
- Navigate to the Setup tab.
- Choose 'Custom fields' from the upper right menu.
- Click the grey New button at the bottom of the page.
The Registration Landing Page
Upon finishing the registration form, every attendee will be presented with a generic 'Thank you for registering!' page. This page can be customised to your liking in a variety of ways.
As said before, our systems do not support direct payments. If you would like to add a payment button to this page, it will need to be done through the addition of a HTML widget.
By default, the 'thank you' page URL will look like this, noting that [SITE_URL] should be replaced with your website URL:
3. Handling Registrations
As stated previously, a primary attendee must create an organisation before their colleagues can register. The primary attendee may also register on behalf of their colleagues. Upon doing so, they will all receive welcome emails containing links to access the event. However, they will first need to be approved.
There are 2 options for the Approval process.
Manager Approval - The event manager performs checks on the attendees before approving them on their end.
Self Authentication - The attendee(s) can approve themselves by verifying their email address.
As the event manager, you can choose to manually approve new attendees to maximise security and minimise problems. Either check the system for new entries at regular times or set up the 'BCC Emails' option in the Setup tab. Doing so will send you a copy of all system emails so you know when a new attendee has been registered on the system.
To approve new entries:
Navigate to the Organisations tab.
At the top of the page, choose the 'Approved' dropdown box, then choose 'No'.
Click the grey Filter button to the right.
Click the name of each company listed here, checking that all details shown are correct.
Once you're sure the company is legitimate, go back to the Organisations tab. Make sure you use your browser's 'back' button to ensure you do not lose any ticked records.
Check the box to the left of the company's name.
Repeat steps 4 - 6 until you have ticked all companies you wish to approve.
Scroll to the bottom of the page, choosing 'Approve' in the 'Choose an action' dropdown. Click the grey 'go' button.
If you find an illegitimate company listed, simply choose 'Delete' under the name to remove them from your system. Every newly approved attendee will receive their welcome email, containing a link to your event and (if applicable) their password.
For a much simpler process that reduces your time spent managing the event, you can allow attendees to approve themselves. This is done by clicking the link in the email they receive upon registering, verifying their email address is indeed their own. This method is still secure, as an email address cannot be used for more than one attendee.
To allow self approval:
Navigate to the Content tab, choosing 'Emails' in the upper right menu.
If you have never edited a system email before, you may be asked to activate the templates. Click 'Activate' to allow email editing.
Find the template with the unique name 'companyregistration', then click 'Edit' to the right.
- Include a sentence similar to this somewhere in the email:
To activate your 1:1 meeting scheduling account, click/tap here: [[ATTENDEE_APPROVE_URL]]
Click Save. Now check the wording on the editable webpages on the Content tab (activation may be required). You can add a special Registration page with full instructions and links to the registration form.
If you find duplicate entries of organisations or attendees, have a look at our guide ‘Dealing with Duplicates’.
IMPORTANT: if you are using Groups, duplicate registrations may each belong to different Groups. Check the Group status of each entry (shown in the same row): if they are different, do not merge the organizations.
Set a limit on how many attendees can join a company
Go to the Setup tab and click ‘System configuration settings’ in the lower right menu.
To the right of 'Attendee limit', click the blue text. By default, this should be 0.
Type a new limit for how many attendees can be present in a company, then click Save. Change this value back to 0 for unlimited attendees per company.
- Navigate to the Organisations tab and find the company you wish to limit attendees for. Click their name.
- On the right, under 'Maximum attendees', type in a new value.
- Click the grey Update button.
Hyperlink to your registration form from external webpages
Your registration form can be linked to from anywhere, including your own website advertising the event. Simply use this URL to take anyone interested straight to the form:
Remember to replace [SITE_URL] with your actual website URL, e.g. 'event.meeting-mojo.com/register'.