Run a registration with a form

A registration is a form people fill in once: who they are, which session they will come to, what they need from you, and their agreement to their details being used. Polzy runs it like any other survey — the same builder, link and results — with a close date and a number of places, so it stops taking sign-ups on its own.

Start from the Registration form

A workspace set up for forms or for events starts with a Registration form among its draft surveys: open Surveys → All surveys and choose it. It asks, in this order:

• Your contact details. A Contact info question: first name, last name and email, which are required, and phone and company, which are not.
• The session. A Dropdown with one option per session. Rename the three it starts with, and add or remove options. Required.
• Dietary or access needs. A Long text for anything you should know. Optional.
• Consent. A Consent box saying the details are used to manage the registration. Required, so nobody signs up without agreeing.

No such draft in your workspace? Choose New survey and add the same four from Add elements, or describe it to Ask Polzy: "a registration form for our spring meetup with three sessions". Each element is described in question types. Then:

1. Open the form and give it the name guests will see, such as "Spring meetup registration".
2. Open the session question and type your sessions as its options. For an event with no sessions, delete the question.
3. Open the consent question and say in its Checkbox label what you will do with the details.
4. On the Settings tab, set Who can answer the link to Anyone with the link, so guests register without an account, and under How questions are shown choose All on one page.
5. Choose Preview, register as a guest would, then Publish.

Share it

Once it is published, open the survey and choose Share:

• Link. Copy it into an invitation, a newsletter or a calendar event.
• QR code. Download it as PNG or SVG for a poster, a badge or the last slide of a talk.
• Embed. Put the form on your event page — inline, as a popup or as a bubble in a corner.

An open link cannot tell one person from another, so someone can register twice; every sign-up carries its email, so duplicates show in the export. To know where a sign-up came from — a newsletter, a partner — add a hidden field and switch on Pass a reference: share a survey shows how.

Close it on a date or when it is full

On the Settings tab:

• Closes. The day and time sign-ups end. After it, the link shows the closed page.
• Limit responses. The number of places. Once that many people have registered, the form closes for everyone, and anyone still filling it in cannot send it. The row says how many have registered so far.
• Opens. Optional: when sign-ups start. Before then, people who open the link see when it opens, in their own time zone.

Save with Save changes. The limit counts the whole form, not each session: for sessions with places of their own, run one form per session. To take more sign-ups, raise the number or move the date and save — the link takes answers again at once. Deleting a registration does not free its place; raise the number instead. Every setting is in survey settings.

Export the list

1. Open the survey and its Responses tab.
2. Choose Export CSV.
3. Open the file, responses.csv, in your spreadsheet.

Each registration is a row. The contact details are a column per field, named after the question and the field — "Your contact details — First Name", "Your contact details — Email" — so the file sorts and filters like a guest list. The session is written in its words, the consent as true, and every time in the workspace's time zone.

The file holds completed registrations only. More about the file in responses.

See who chose what

The survey's Questions tab shows each question with its results under it: how many chose each session, with its share, and how many gave their details and their needs, which are counted, never charted. A question fewer people answered than the workspace's minimum group size — 5 by default — shows no figures until more have; the Responses tab and the export list every registration all the same. More in results question by question.

Troubleshooting

• Guests are asked to sign in. Who can answer the link is Only members of this workspace. Choose Anyone with the link and save.
• The link shows the closed page early. Its Limit responses was reached, or a campaign's own limit was. Raise the number and save.
• Guests see "Survey not yet available". Its Opens time is still ahead. Clear it, or move it earlier, and save.
• The session question shows no figures. Fewer people than the minimum group size have answered it yet. The export lists them all.