Web Forms
You can set up webforms to collect information from users via your website or email. These users can also be targeted in mailshots and their submissions downloaded via spreadsheet.
In this article
How to create a webform
To access webforms navigate to Website > Forms and click on the Web tab at the top of the page.
Click the green +New Form button to create a new web form.
Type the form name and then set the status to Live.
Note 🗒️
If you don't set the form to Live you won’t be able to add the form to a web page.
If you scroll down the page, you will see the form will already contain some fields and a submit button.
Tip 💡
The Person field asks for the submitters name and email, this adds them as a system user, which allows you to target them later on via our mailshots feature.
The form will have a name field and a submit button. These can’t be removed but you can change the label.
Adding fields to the web form
You can also add additional fields to the web form by scrolling to the Add Field section and typing your question in the Field Label area.
Next you can choose the answer type by clicking the Field Type drop down and selecting an option.
Once you have chosen, click +Add Field.
The field will have been added to the list further down the page, scroll down to configure your new field.
You have the following configurable options;
| Default Value | Enter a value which will pre populate the web form field for the user when accessing the form. |
| Description | Add a description for the field which can act like a subtitle. |
| Required | Choose whether this field is required, if set ON the user will need to fill out the field in order to complete the form. |
| Disabled | You can disabled the field, meaning it will still appear on the form for the user but they cannot answer. |
| Hide Field | You can hide the field so the user cannot see it on the form. |
Removing Questions
Warning ⚠
Once submissions have started you can’t delete a field but you can hide it. The data already collected will be saved but any new customers will not see the field.
If the field has no submissions you will see a blue trash can icon to the top right of the field which will enable you to delete it.
Submit Button
You are able to change the button text from Submit if you wish. Type your own word(s) into the Button text field.
Form Actions
Web form submitted email
If you would like to receive an email notification when someone submits the form you can set up an email alert.
In the Submit Button section select Send Email. You will then see a dropdown menu.
If you would like the email to go to a specific contact select Another and enter their email address.
Otherwise you have the following options;
| Superuser | The email will go to everyone who holds this role in your client account (Events HQ) |
| Event coordinator | The email will go to everyone who holds this role in your client account (Events HQ) |
| Operations | The email will go to everyone who holds this role in your client account (Events HQ) |
| Finance | The email will go to everyone who holds this role in your client account (Events HQ) |
| Transaction manager | The email will go to everyone who holds this role in your client account (Events HQ) |
| Submission manager | The email will go to everyone who holds this role in your client account (Events HQ) |
| Event support | The email will go to everyone who holds this role in your client account (Events HQ) |
| Theme Editor | The email will go to everyone who holds this role in your client account (Events HQ) |
| Event Contact | This email will go to the user who has been set as the Event Contact in Event > Settings |
| Another | This email will go to the email of your choice, you can type your own custom email. |
| Email Address (Person field email) | This email will go to the email which was entered into the web form by the user via the person field. This email type will change from a web form submitted email to a Thank You email type, see below for more information. |
You can always add more than one email recipient by clicking the Add Email button.
You can then select which version of the email you would like to be sent from the dropdown beside Web Form Submitted.
To create a new version of an email template, go to Website > Email Templates > Web forms > Web forms Submitted. Then follow the instructions on how to customize your email templates. (Customizing email templates and attachments).
Click Save.
Thank you email
If your form includes a the Person field which collects web form submitters email you can choose to send a Thank you email to the email address included in the form.
If you choose the Email Address (person field email) as the recipient, the email being sent will change from a form submitted email type to a Thank You email type.
To create a new version of an email template, go to Website > Email Templates > Web forms > Thank you. Then follow the instructions on how to customize your email templates. (Customizing email templates and attachments).
Click Save.
Redirects
Best practice is to always set up where the customer should be redirected to once they have completed the form. You can redirect them to an existing page or create a new one.
In the Submit Button section click the checkbox next to Redirect to.
Then choose the page and Save.
Tip 💡
If you do need to create a new page to redirect to please see here.
Click Save.
How to manage & download submissions
View
To view your web form submissions navigate to Website > Forms > Web.
Under the submissions column you will see a number, if that number is greater than 0 it will appear as a blue hyperlink which you can click to access the submissions page.
You will then see the fields on the form as columns and the entries to those fields listed in rows underneath.
Download
To download your web form submissions navigate to Website > Forms > Web.
Under the submissions column you will see a number, if that number is greater than 0 it will appear as a blue hyperlink which you can click to access the submissions page.
Click the Blue Export to Excel button in the top right corner.
Additionally you can navigate to Event > Data > Under the Quick Export column and the Web form row, click the blue button to download the excel.
Organize your submissions
You have 3 tabs at the top of the page, Submissions, trash and Saved, you can move your submissions into the Trash and Saved tabs to organize them.
To Trash your web form submissions navigate to Website > Forms > Web.
Under the submissions column you will see a number, if that number is greater than 0 it will appear as a blue hyperlink which you can click to access the submissions page.
Click the orange Trash button to move the submission into the trash section.
You can restore trashed submissions by clicking the Trash tab at the top of the page and then clicking the green Restore button.
To Save your web form submissions navigate to Website > Forms > Web.
Under the submissions column you will see a number, if that number is greater than 0 it will appear as a blue hyperlink which you can click to access the submissions page.
Click the blue Save button to move the submission into the saved section.
You can restore saved submissions by clicking the Saved tab at the top of the page and then clicking the green Restore button.
How to add webforms to your website
On your website page click +Add content and choose Web Form, then select the name of the form. Click Add selected and Save.
