Attendee Sign-up Form - Complete Guide

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.

Note: In order to access the Attendee Sign-up Form, the main administrator within your organisation will need to contact Upshot to arrange for this free function to be made available on your account. This will also serve as an opportunity to discuss the configuration of the sign-up form.

Creating your Attendee Sign-up Form
- 'Age' and Contact relationship fields
Terms & Conditions and Privacy Policy
Success Message and Email Confirmation Message
Create Form, Save and Preview
Activating the Attendee Sign-up form
Attendee Sign-up waiting list
- Sign-up reference
Form Link
Changing / Updating fields within the form
Key Terms

When the Attendee sign-up forms function has been made available, it will sit under Admin.

From the Attendee sign-up forms page, click on Create a new form within the Tools section. You can also choose to copy an existing form.

Organisations may choose to have one Attendee sign-up form or multiple different forms that could be used to tailor your forms to specific audiences such as 'Children / Adult Forms' , 'Referral Forms' , 'Volunteers' or 'Project Specific Forms.'

Once you have clicked Create a new form the screenshot below outlines the interface that you will see.

Give the Attendee sign-up form a Title. If you would like the title displayed on the form tick ‘Display title on form?’

From the Available form fields section on the right hand-side of your screen, use the + button on the relevant field bars to add them into the main body of the form. You can also drag and drop the fields if you wish.

Five fields will be required in all circumstances: First name, Gender, Age, Email address and Attendee Privacy. These are marked with a red asterisk *.

This is in line with either the requirements of Upshot (‘First name’ and ‘Gender’) or by GDPR as standard practice for online forms to ensure organisations meet their requirements as data controllers (‘Age’ and ‘Attendee Privacy’). ‘Age’impacting on who is giving their consent for the attendee to register with your services, whilst ‘Attendee Privacy’ reflects permissions to actions that can be completed with attendees on the system such as photo content or receiving emails from your organisation. Lastly ‘Email address’ is required to ensure organisations have a way of communicating with those that have completed the form in case any elements require clarity.

For any further fields you wish to make mandatory on the form, tick the Required? box.

If there are any fields you wish to complete internally as an organisation, simply leave them off this external facing registration form. These can be filled out at a later stage, internally, before the profile is added to the system.

The external Attendee sign-up form offers two additions to the registration form layout, Section Title and Information Panel. Section title can be used to divide up different sections of the registration form e.g. you could have Attendee Basic details as one title and then Demographic details as another.

'Age' and Contact Relationship fields

'Age' is one of the required fields that needs to be added to your Attendee sign-up form and will appear like so for those completing the form.

If individuals indicate they are under 16 (in the above example), through either their D/O/B or not ticking the box shown, then the form will present the following 'Contact relationship fields' which will need to be completed by the appropriate adult (Parent, Guardian, Other) who is giving their consent for the young person being registered.

This field works automatically in this way to enable organisations using the form, as the 'Data Controllers', to be GDPR compliant for any young individuals registering with themselves.

When creating the form, organisations can set an age of consent between 13 and 18.

The minimum that the 'Age of consent' can be set is 13, meaning that individuals can give their own consent without these additional contact details appearing. This minimum age of 13, is in line with UK GDPR guidance. Organisations may wish to refer to ICO guidance when deciding on the 'Age of consent' for their own form.

Note: 'Contact relationship fields' must be set as, at least, 'Displayed, but not Required' via your Data Display Options.

Without this field set to 'Displayed, but not required' those under the 'Age of consent' you have indicated will not be able to complete the external registration form, as they would not be presented with the contact details section.

Terms & Conditions and Privacy Policy

As a requirement before you deploy the form, you need to outline your terms and conditions which the attendees will then be required to accept before submitting their information. This should clearly outline why you require the information and are collecting it via Upshot. For guidance on compiling your Terms and Conditions, please refer to the link to the Information Commissioner’s Office which can be found below the box for submitting your wording.

Success Message and Confirmation Email Message

Organisations can also create a Success message and an automated Confirmation email message to be sent to attendees after they submit the form.

There is a default Success message provided, however you are given the opportunity to tailor this to your needs.

Below is an example of how the Confirmation email message looks and also how this appears to the participant once received.

Note: Confirmation email messages will not be sent if this field remains blank.

Individuals that complete the form will receive an automated signup reference via both the Success Message and the Confirmation Email Message if being used.

Create Form, Save and Preview

PREVIEW: When you have finished configuring the form, the Preview button will open the form (as an attendee would see it) in a new tab. This is a good opportunity to review the form and make any final changes before producing the URL.

CREATE FORM: Click the Create Form button either if you wish to return to the page and make more changes, or if you are planning to begin the process of deploying the form.

Once the form has been created, further options will appear.

SAVE: To save any changes made to the attendee sign up form, click the Save button.

RESET ALL: If you wish to start from scratch with your configuration, click the Reset All button to clear the form. Note this cannot be reversed.

DELETE FORM: Click the Delete Form button to remove the form from Upshot. Note this cannot be reversed. The Delete Form option will only be available if the attendee sign-up form has not had any submissions.

Activating the Attendee sign-up form

To create a shareable URL, click the Active button as seen in the screenshot above.

The Public form URL can be sent out via email, social media or added as a link on your website for potential participants.

The Embeddable form URL would need to be coded into an existing website and is a way to display your form as part of your own web page, rather than users needing to click on an external link. Please refer to the guidance in the 'Form Links' section for additional detail around this.

If you ever wish to deactivate the form, simply click on Inactive. This will remove the URL links from the page until you choose to reactivate the form.

Anyone who clicks on a public URL for an Attendee sign-up form that has been made Inactive will not be able to view or submit a new form and will instead see the following message on screen.

If you later decide to make the form Active again, the URL stays the same.

Attendee sign-up waiting list

Completed forms can be found on the Attendee sign-up waiting list which sits under the People tab.

Note: For more information on potential duplicates please view the guide here.

Users with the Project manager, Session Registrar or Team manager role can view and accept/reject individuals from the waiting list.

If all required fields are complete you can click ACCEPT to add the attendee to your account.

Please note: Attendees cannot be accepted if there are missing required fields. This will happen should there be required fields that are on the Upshot registration form, that are not presented on the external Attendee sign up form.

If there are missing required fields you must click EDIT & ACCEPT, fill in all the missing required fields and then click SAVE CHANGES AND ACCEPT ATTENDEE to add them to your account.

If you do not want to add the attendee to your account, click REJECT. If REJECT is clicked, the attendee information will not be retained and cannot be recovered.

Use the Sign-up form filter within the Tools section to view the attendees who have signed up using specific forms.

You can also view forms by clicking on the sign-up form name. If you are unable to click on a form, this will indicate the Attendee sign-up form has been made inactive.

The Audit log can be used to review a full history of accepted/rejected forms that have passed through the waiting list.

Users can also later identify those attendees that have been added to the system via the Attendee sign-up form function. This information would be found on the 'Summary' on an attendees profile or in a export of the People Report under the column titled Added via.

When completing the form individuals will receive an automated sign-up reference. The sign-up reference can firstly be helpful if an organisation is contacted by someone that completed the form and they still sit within your Attendee sign-up waiting list.

For any attendees that have been 'Accepted' onto the system, the sign-up reference can be used in the search bar to find the relevant attendee.

Form Link

The form links will only show if the Attendee sign-up form is set to 'Active' for your organisation. This is set at the top of the form builder page accessed by System Admins via 'Admin > Attendee sign-up':

Public form URL

The Public form URL link can be accessed from the form builder page by System Admins as described above.

The full list of forms can also be accessed by other users in your organisation from one of two places.

1. From the Attendee sign-up waiting list (People > Attendee sign-up waiting list). Under Tools on the right-hand side click on Attendee sign-up forms.

2. From the Home Page on the right-hand side under Tools click on Attendee sign-up forms.

Once on the form in either of the above two options the URL link can then be copied and distributed as needed.

Embeddable form URL

The Embeddable form URL link will be shown at the top of the form builder page and can be accessed by System Admins by going to Admin > Attendee sign-up.

The process to embed the form within your existing website will vary dependent on the website hosting tool used. The below additional guidance that might prove helpful when looking to .embed the sign up form on your website.

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Most CMS’s will have an embed feature, but it’s essentially using the following code with the width, height, title, frameborder and scrolling variables customised to fit in with the site:

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With the 'beta' link being replaced by your actual Upshot embeddable form link.

Changing / Updating fields within the form

If organisations need to add new fields to the form or change the wording of any of their custom fields already within the form this needs to be managed by going to Admin > Attendee data fields.

Add or update your fields here and then go to Admin > Attendee sign up to make sure these changes are reflected within the Attendee sign up form.

New custom attendee data fields - These will be presented on the right-hand side under Available form fields and users need to drag and drop these fields into the relevant order of their form on the left hand side. At the top of the form users should then click Save.
Renaming of existing fields - If a field has been amended, in terms of either a rewording of the 'label' or a change to the help text, this will automatically reflect in the Attendee sign-up form.
Existing fields set to not displayed - If a previously used field has been sent to 'Not displayed' and had also previously been used in the organisation's Attendee sign-up form, the organisation will see it listed in the form builder page with the following message:

As the message states, the field is no longer being displayed. Organisation's might find it helpful to remove this field from the list on the left-hand side to get a more accurate impression of what is currently being displayed. This can be done by clicking the cross highlighted above and then at the top of the form clicking Save.

Note: Any amendments to the external Attendee sign-up form will not alter the URL link for the form itself, ensuring that if the link has been shared previously it will still be relevant and the same one to use.

Key Terms

Public Form URL:

An external link to the Attendee Sign-up form that can be placed on your website, social media or sent out via email for potential attendees to complete.

Embeddable Form URL:

An embedded form is a way to display your form as part of your own web page, without your form users needing to click on an external link.