Event Registration Forms

A key part of our event customisation service is to create a custom registration form that captures all of the information you're going to need for an event. This is not only the attendees, but in the case of minors, their parent(s) as well.

This guidance outlines how to think about your registration form and all the various components, and then be able to express to us what you need so we can package it.

Previewing the Form

Every event that you create in the system has a registration form associated with it by default. You can take a look at the current registration form for any event by going to the setup screen and clicking the preview link.

Event Setup - Preview Registration

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Registration Form Structure

Before you do anything, you need to think about who you need information from in your event. Majestri honours a family-centric approach, so at its core there are 3 types of people captured on the form, and there may be overlap.


Player
It seems obvious, but this represents somebody taking the field or attending one of your events. Whether an adult or a minor, all players will have this common section in the form.

Primary Contact
This is the person filling in the form and must be an adult. This is non-negotiable - Majestri does not allow minors to complete an event registration form no matter what it is. The Primary Contact may also be a Player, in which case adult players can register themselves.

Emergency Contact
Again, a tip of the cap to our strong opinions around family structures, every registration that involves physical activity must contain contact information for two adults. The person filling the form in (ie. the Primary Contact) is one adult, but they must provide contact details for another.

In general, if an adult is registering themselves (ie. they are the Primary Contact), they will provide the details of another adult as an Emergency Contact. For minors, it is usually two parents or family members who will be the Primary and Emergency Contact.

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Custom Form Structures

There are some times, when we can simplify this basic structure as part of a request to customise a registration form in an effort to provide members a more streamlined experience. Some examples are below.

Ticketed Events
Covered in more detail here, if you are just wanting to sell tickets (ie. somebody can jump on and buy x tickets without having to register every attendee), then we can provide a simplified, stand-alone form.

Expressions of Interest
Frequently, since there is no physical activity, an Emergency Contact is not necessary and we will omit it from the form. The rule still applies, however, that minors cannot register themselves. An adult must still fill in an EOI on behalf of a minor.

Team Nominations
Frequently, a team nomination for a competition or carnival/tournament is kind of like an EOI, so we will build a simple form similar to the one you'd use for ticketed events. Rather than asking for a quantity of tickets to buy, we'd normally capture information about the team they're wanting to nominate.

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Terminology Customisation

Out of the box, the 'roles' attached to a registration form are:
  • Primary Contact
  • Emergency Contact
  • Player

You can request that we change the terminology that identifies those roles, for instance, common translations are:
  • Player -> Member
  • Player -> Attendee
  • Player -> Applicant
  • Primary Contact -> Parent/Guardian

Bear in mind that if your event registrants will be a mixture of adults and minors, the terminology still needs to work. The default terminology is set up for that. 
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Custom Form Validation

As part of your instructions, you'll typically indicate whether fields are mandatory to enter by members or not. Sometimes, you may want fields to be conditionally mandatory. A couple of examples might be:
  • If the player is school age, then the parent must enter the name of the school they attend.
  • If the parent has indicated that the player has medical conditions, they must specify what they are.
  • If a player is registering for Under 6 to Under 18, they must enter their shirt size so we can get them a playing shirt.

We can do this type of customisation on request as we have the power of coded logic at our fingertips. It's in our interest to increase the quality of data that you're capturing and custom validation is one way we do that.
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Persistent vs. Event Form Fields

Another thing you may want to include in your instructions is whether a field is to permanently live with the person it belongs to, or if it is only pertinent for the event you're setting up. Some common examples of each are:

Persistent Fields
  • Names
  • Date of Birth
  • Email Address
  • Mobile Number
  • Shirt Number (if carried across years)
  • Working With Children Information

Event Fields
  • Playing Group (changes every year)
  • Returning player
  • Volunteering Interest
  • Sponsorship Interest

It may seem like you should use persistent fields everywhere possible, as it's less information for members to fill in, but that's also a downside. Bear in mind that people are going to do the bare minimum to get through your form, and if the system loads information they've entered before they will not check/correct it. Sometimes it's better to capture data fresh each year to improve accuracy.

Feel free to ask our opinion on which is better for your specific case.
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Admin-Only Fields

Part of our service is to create the form for your members to fill in, but not many clubs know that we can also package admin-only fields.

These are incredibly powerful fields that help your tracking and reporting, as they are invisible to members (as the name suggests).

To increase the power, try to use drop-down lists as admin-only fields (Status are great) as these will automatically be incorporated as filters in the back end of the system.
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Registration Form Suggestions

There are myriad types of events that you can run in Majestri, and we've certainly had a lot of exposure to some that we see time and again.


Review our list of common event types and follow the links through so you can see what other clubs are typically capturing.

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Compiling Registration Form Instructions for Majestri

Please be very clear in what you tell us. If we don't have to do too much thinking then we'll finish your registration form very quickly and get it back to you.

If a registration consists of a Primary Contact, an optional Emergency Contact, and a set of Players/Attendees for the event, then please lay out the fields in the context of who each person is. Here's an example format which we love dearly.

Primary Contact
Remove:
  • Phone Number
  • Alt Email Address
Add:
  • Occupation
  • Whether they want to volunteer
  • Whether it's the first year with the club

Emergency Contact
Remove:
  • Alt Email Address
Add:
  • Relationship to Player(s)

Player
Remove:
  • Last Club
  • Last Association
Add:
  • Playing Group
  • Preferred Teammates
  • Medical Notes

There is no need to re-specify fields already on the form that you are planning on keeping.

In 99% of cases, a registration form also relies on a custom fee calculator that we are also building. Please make sure that your email to us contains specifications for both of them so we can build and test it all at the same time.

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