How to ask registration questions

Questions are asked in a form, a requirement that registrants fill in as a step of their registration. Each question is a field your organization keeps, so your other events can ask it too, and people who answered it before find their answer filled in, unless it’s sensitive.

Before you start

• You need to manage the event.

Steps

1. In your event’s planner, click Registration Settings at the bottom of the sidebar.

   

2. Open the Requirements tab.

   

3. Open Player requirements for questions each person on the roster answers, or Team requirements for questions the person registering the team answers once. Click Add requirement, enter a Title and set the Type to Player Information (Team Information for a team). A player form also has Who completes this, to ask only part of the roster.

   

4. Click Add a field. Pick a question your organization already asks from Select a field, or click Not finding the field you need? Create a new one. In the window, enter the Field Name, which is the question registrants see, and choose its Field type. For a type with Options, click Add an option for each one. Click Add.

   

5. Tick Required field if registrants must answer it.

   

6. To ask a question only after a given answer, add it below the question it depends on. Under Show only if, click Add a condition, pick the earlier question and tick the answers that show it. For a number or a date, enter a range instead. With several conditions, the question shows only when all of them match. A hidden question isn’t asked, even if it’s required.

   

7. For a passport number or other sensitive detail, tick Sensitive information when you create the field, and choose the Retention period.

   

8. Click Save All Settings Changes.

   

Use a question’s up and down arrows to reorder it, and its bin to remove it. Moving a question above the one its condition reads removes that condition.

Question types

• Short Text and Text: a short or a longer written answer.
• Number, Date, Email, URL and Address: an answer of that kind, checked when it’s submitted.
• Choice and Dropdown: one of your options. Checkboxes: any number of them.

A condition can read a Choice, Dropdown, Checkboxes, Number or Date question. To set a team rule on an answer, such as a number of certified referees, use a Dropdown question: see how to set eligibility rules.

Who sees the answers

The form tells registrants that their answers are shared with the event’s organizers. Answers are listed on the planner’s Responses page, and in the spreadsheet you download from it.

A question picked from Select a field is the same field wherever it’s asked: someone who answered it before finds their answer filled in, and can change it.

Sensitive answers

Answers to a question marked Sensitive information are kept apart:

• They never fill in another form.
• The Responses page shows who answered, never the answer.
• They’re only in the spreadsheet download, and only for members of your organization, members of a co-hosting organization once it has accepted, and people whose event role includes seeing sensitive answers. Every download that includes them is logged.
• Each answer is deleted automatically once the retention period has passed since it was last submitted.
• An eligibility rule can’t count them.