Attendee sign-up form - FAQ's

The Attendee sign-up form is an external registration form which allows attendees to register themselves onto your Upshot database. Multiple forms can be created and sent out via a public form URL or embedded into your website. 

This feature has been very popular since it's launch and full detail on this tool can be found here. Below we aim to list some common questions asked by organisations when utilising this feature.

• Creating and Managing your Attendee sign-up form
• Managing the Attendee sign-up waiting list
• General troubleshooting

Creating and Managing your Attendee sign-up form

How do I get the Attendee sign-up form set up for my organisation?

If you are a System Admin, and do not see the option for Attendee sign-up form under the Admin tab, please contact support@upshot.org.uk who will turn this on for you. It is free to use.

Once turned on System Admins can create the form for their organisation.

How do I know what fields the form needs to contain?

Due to the electronic nature of the form, and as part of Upshot’s efforts to help organisations meet their requirements as Data Controllers, the form will always need to contain - 'First name, Gender, Age, Email address and Attendee Privacy'. As well as some text within the 'Terms & Condition and Privacy Policy' section. 

After that organisations can choose which of the data fields from their account the form contains and whether these fields should be ‘required’ or not.

How do I add new fields, or amend existing fields, on the form?

When a System Admin create the form, all currently available data fields from an organisations account will be available to use on the right-hand side. 

If the field does not already exist, System Admins can create new fields at any time by following the instructions here. 

Once created this field can then be added to the relevant Attendee sign-up forms.

Similarly, if an existing field is edited, in terms of the name of the field, additional help text or the options within it this can be completed and will automatically be reflected in the form.

How do I know what to include in the Terms & Conditions and Privacy Policy section?

For most organisations this might be similar to what they currently include at the end of a paper registration form. Guidance on this section and its contents can be found here.

How do I set up multiple versions of the form?

Organisations may prefer to have multiple versions of the form tailored to different audiences that contain a different set of fields. 

There is no limit on the number of forms and System Admins at organisations can create these by either copying an existing form or creating a new form from scratch at Admin > Attendee sign-up.

How do I communicate with attendees upon completion of the form?

Upon completion of the form, individuals will see a 'Success Message' on screen and can also be sent an 'automated email'. Both of these can be customised by a System Admin at an organisation and more detail on this can be seen here.

How do I share the form? 

Once active the form generates a 'Public Form URL' and an 'Embeddable Form URL'. The Public Form link can be shared in various ways for new attendees to complete. The Embeddable Form URL would be utilised by someone managing an organisations website. 

The links can be found in a couple of different places on the system, as referenced here.

How do I turn the link into a QR code?

QR codes can be an effective way of sharing the form link. Whilst Upshot does not have an inbuilt QR code generator, searching online will provide lots of free tools that organisations can use.

How do I make a form inactive?

If a particular form no longer needs to be used, or an organisation wants to temporarily halt submissions, System Admins can be amend this by going to Admin > Attendee sign-up form , clicking Manage for the relevant form and changing the status at the top.

Managing the Attendee sign-up waiting list

How do I find attendees once they have completed the form?

Once complete, attendees initially sit on your Attendee sign-up waiting list allowing you to manage the completions of the form.

Users are then presented with three options:

• ACCEPT - this will add the attendee to the system
• EDIT & ACCEPT - this allow users to review the information submitted before accepting the attendee onto the system
• REJECT - this rejects the profile and they do not get added to the system

Once Accepted these profiles can be added to registers, have timeline events added to their profiles or surveyed, like with all other individual profiles.

How do I know people are on the waiting list?

There is no way to receive notifications that attendees have completed the form. Instead, for the relevant users, part of their workflow should involve checking People > Attendee sign-up waiting list for any new submissions.

How do I know if someone has signed up that is already on my Upshot database?

The waiting list will add a red exclamation mark for any profile it identifies as a duplicate, using the logic found here. 

How do I resolve instances where I cannot ‘ACCEPT’ the attendee?

If the ‘ACCEPT’ button is greyed out, this indicates there is a field required internally, that has not had information collected by an individual completing the form. This might be:

• Intended - a field such as ‘Type of Profile’ would be completed by Upshot users rather than the attendee themselves.
• Field is unintentionally required internally, this can be amended by System Admins via Admin > Data display options.
• Field needs to be made required on the external Attendee sign-up form, this can be amended by Systems Admins via Admin > Attendee sign-up form.

How do I interact with attendees on the waiting list?

Users can only interact with attendees on the waiting list in terms of the options listed above. There is no ability to add a ‘note’ against attendees whilst they are on the waiting list or automate communication with them upon Acceptance/Rejection on the form. 

Once an attendee is accepted onto the system users can interact and communicate with them as with all other individuals.

Once rejected their information is deleted.

How do I know which users have access to the Attendee sign-up waiting list?

All users with roles that have access to attendee details (Project Manager, Session Registrar or Team Manager) will have access to the waiting list.

It is possible to restrict access on the waiting list to submissions from particular Attendee sign-up forms, more about this here.

How do I find an audit log?

On the waiting list page an audit log can be seen which details the Date of Moderation, Sign-up reference, Moderator, Date of sign-up, Sign-up form complete and Status.

For any accepted profiles the sign-up reference can be used to search for an individual within the system. 

How do I find attendees once accepted onto the system?

For an individual attendee a user can search for them using the search bar in the top right-hand corner. They can be searched for by name, but also other fields including their Attendee sign-up reference  number.

To find a group of people accepted onto the system, or all the submissions from a particular form, users can use the People Report. Here filtering on the dates for ‘Created between’ may prove sufficient, but in the export users will also find a column detailing the Attendee sign-up form completed. 

How do I retrieve or view a rejected sign up?

It is not possible to retrieve a rejected sign up on Upshot. The submission and associating personal data within it has been removed from your database. However, an audit log is available on the waiting list page where minimal detail of the rejection can be viewed.

General troubleshooting

The below lists some rules to follow to ensure an organisation does not run into difficulty when using the form.

• The field ‘Contact relationship fields’ should be set to ‘Displayed, but not required’ via Admin > Data Display options if looking to use the form. This can be amended by System Admins. 
  • If this is set to ‘not displayed’, minors will not be able to be registered in this way as this prompts the Parent/Guardian to give their consent.
  • If this is set to ‘displayed and required’ upon completion users will not be able to accept attendees off the waiting list as the system expects them to have both Attendee details and Parent/Guardian contact details. 
  • It is likely that an organisation would just like to make specific fields such as ‘mobile phone’ required, rather than the ‘contact relationship fields’ itself.
• If a field has been set to ‘Not displayed’ via Admin > Data Display options but is still marked as a ‘Required’ field on a specific form, this can go on to cause attendees issues when completing the form. This field should also be removed from the Attendee sign-up form from the form builder page, via Admin > Attendee sign-up form.