Tutorial: How to configure the registration form of your promotion – Easypromos - Online Helpdesk

In most Easypromos applications, users participate in the promotion by completing a registration form.

From the registration form, you can define what information you want to request from participants, add custom fields, and configure different options to adapt the form to the needs of each promotion.

Below, we explain how to configure and customize the registration form.

1. How to access the registration form

To access the registration form settings follow the steps below:

1. Enter the 'Editor' of the promotion.

2. To configure the registration form, go to Pages > Login and registration > Registration:

In the Contents section, you can edit the title and introductory text displayed in the form.

In White Label promotions, you will also find additional options to customize the form using Javascript, HTML, or custom code.

To add a new field to the form, click Add element.

2. Available field types

The fields you can add to the registration form are organized into different categories:

In addition, the form includes the Disclaimer field, which is displayed at the bottom of the form.

2.1. Predefined fields

Predefined fields allow you to request basic information from participants.

The available fields are:

First name and Last name

These fields are always enabled by default, but the administrator has the option to hide both fields so they are not requested from users.

To do so, you must check the following box:

Nickname

The "Nickname" field allows the user to participate with a name or nickname of their choice. This field has the following characteristics:

A minimum of 3 characters and a maximum of 30 are accepted.
Emojis and all characters are accepted (except for “,” “:” “;” “single quotation marks and double quotation marks).
The Nickname entered by the user must be unique.
If the "Nickname" field is enabled, the Emails Platform includes the smart tag user_nickname that allows it to be used to send emails and address users by their nickname.
In case of publishing the Ranking page, the nickname of each participant will be displayed instead of the "First name" and "Last name" fields.

If included on the registration form, the field presents the advantage that the administrator can optionally hide the "First name" and "Last name" fields of the registration form. In this way, the user can participate without indicating their real name in the form.

E-mail

The Email field allows you to request the participant's email address.

Among the available settings, you will find:

Field label: It allows to insert the message to ask users for their email addresses in the registration form.
Hide this field if it is prefilled: allows you to hide the field when the email address has already been obtained, for example, during the login process.

The email address can also be used to apply access restrictions to the promotion or to request email verification.

Possibility of restricting which emails can participate in the promotion: By default, all emails are allowed to participate in the promotion, but you have the possibility to restrict which emails can participate, through the following two options:
- Emails and domains allowed: This feature allows you to limit the registration to an email or a set of emails or, if you prefer, to a specific email domain. More information.
- Emails and domains not allowed: By default, no email is banned from participating in the promotion, but you have the possibility to insert an email or set of emails or a domain or domains that you won't allow registering in the promotion. Users who try to participate with the specified email or email domain won't be allowed to register and will receive an "invalid email" message. You can enter several emails or email domains (one per line).
Enable email validation: This option allows the user to validate the email entered when registering for the promotion. To do this, after registering for the first time in the promotion, an email will be sent to your email with a link that you must validate so that your participation is valid and you can thus continue with the process of participating in the promotion. To enable this option, you must access the "Login" tab and make sure the following box is checked. More information.

1.4. Birthday field

This field allows you to request users’ date of birth, so that the range of dates shown in the dropdown is restricted. If you want to limit the promotion by age, there is also a specific feature for that.

The field settings include the following options:

Field title.
Minimum allowed age. It allows you to specify the minimum age users must have to complete the registration form.
Use as a condition for other fields: This field can also be used to set conditions and display other form fields based on the participant's age. See the section How to configure conditional fields.

1.5. Phone field

This field allows you to request the user’s contact phone number. If you want it to have double validation, you can use SMS verification.

Below is how the user sees the registration form with all the predefined fields enabled:

2. Additional, customizable fields

Additional and customizable fields allow you to request information that is not included in the predefined fields.

For example, you can use them to request an address, province/state, T-shirt size, participant preferences, or any other additional information.

You can add as many fields as needed and configure each one as required or optional.

The available field types are:

2.1. Additional text field

It allows the administrator to enable new text fields in the registration form, which can be used to request more information or ask extra questions to the users. The administrator can add as many extra text fields as required and, for each field, set up the following options:

Title: The text field can be customized with a title, which is the text that will appear in the registration form.
Reference: Text to identify this field in the entries list. We recommend you to use a maximum of 2 words.
Text length field: Depending on what the field is to be used for, the administrator can enable either a short text field or, if more space is needed for the answer, a long text field. The short text field has a limit of 200 characters, while the long one can go up to 65,000 characters.
Validation method: This option allows you to validate the content that the user writes in the text field, using, for example, an alphanumeric code based on the criteria defined by the administrator.
Is this field mandatory? It is possible to decide whether to make this field obligatory for the user or not to fill in.
Help text: Allows you to add a help text that will be displayed below the field, which you can use to guide the user.
Display conditions: If you have created a conditional field (for example, a field of the type "Date of birth", dropdown list, radio button list, or checkbox), this option allows you to add the condition that determines when this field will be displayed.

2.2. Country field

It allows the user to indicate their country. When this field is added, a dropdown list of countries will be displayed in the registration form. Once enabled, this field will be mandatory for the user.

2.3. Dropdown list

An administrator can enable dropdown lists in the registration form. These can be useful if an administrator wishes to ask the users a series of questions in a survey format. In this case, the administrator can ask a question by giving various options from which the user must select one. It is possible to add as many dropdown lists as are required. For each list, the following parameters may be configured:

Title: The administrator can customize the title of the drop-down list. This will appear in the registration form as a question.
Reference: Text to identify this field in the list of participants. We recommend you use maximum 2 words.
List options: In this field the administrator can write the different options that the drop-down list will display, separated by a comma or one option per line.
Add a list of options with keys: If you have the list of options in your own format, with key values encoded by your own system, this option allows you to enter the list of options encoded with the keys. Example: Let's imagine a drop-down list to present a list of countries. In this case, in the client's CRM, the value of each country is encoded by a series of keys (for example Spain > ESP, France > FR, Australia > AU, Italy > IT, Canada > CA, etc.). Thus, with this option, the administrator will be able to upload the keys of each of the options and match them with each option on the list that the user will see when filling out the registration form. Find out how it works and how to configure this option.
Is this field mandatory? The administrator can make it obligatory to select one of the options in the list.
Use as a condition for other fields: This field can also be used to set conditions and display other form fields based on the participant's age. See the section How to configure conditional fields.
Help text: Allows you to add a help text that will be displayed below the field, which you can use to guide the user.

Here we show what the registration form looks like with a dropdown list enabled:

2.4. Radio buttons

The administrator can use this type of field to show all the answer options at a glance. The user must select one of the options suggested by simply clicking on it. This format might be useful when a survey to collect information about your users. For each radio button field, the following parameters may be configured:

Title: Customize the title of the radio button field. This will appear in the registration form as a question.
Reference: Text to identify this field in the entries list. We recommend you use maximum 2 words.
List options: In this field, the administrator can write the different options that form part of the radio button list, separated by a comma or one option per line.
Add a list of options with keys: If you have the list of options in your own format, with key values encoded by your own system, this option allows you to enter the list of options encoded with the keys. Example: Let's imagine a radio button list to present a list of countries. In this case, in the client's CRM, the value of each country is encoded by a series of keys (for example: Spain > ESP, France > FR, Australia > AU, Italy > IT, Canada > CA, etc.). Thus, with this option, the administrator will be able to upload the keys of each of the options and match them with each option on the list that the user will see when filling out the registration form. Find out how it works and how to configure this option.
Is this field mandatory? The administrator can make it mandatory to select one of the options in the list.
Use as a condition for other fields: This field can also be used to set conditions and display other form fields based on the participant's age. See the section How to configure conditional fields.
Help text: Allows you to add a help text that will be displayed below the field, which you can use to guide the user.

Autocomplete list

The user enters text into the field provided and the application suggests the possible answer. This option can be interesting if you want participants to guess the answer from a list of options, but without explicitly suggesting the possible answers. For each autocomplete list the following parameters may be configured:

Title: Customize the title of the autocomplete list. This will appear in the editing form as a question.
Reference: Text to identify this field in the list of users. We recommend you use maximum 2 words.
List of options: In this field, the administrator can write the different options that form part of the autocomplete list.
Is this field mandatory? The administrator can make it mandatory to select one of the options in the list.

Multi-select field

Allows the user to select more than one option from the available list. This type of field is especially useful when you want to offer several possible alternatives and there isn’t a single correct answer.

Example: Which social media platforms do you use regularly?

Instagram
Facebook
X
TikTok
LinkedIn

You can add as many Multi-select fields as you need, and for each field, you’ll be able to configure the following options:

Title: You can customize the field with a title, which is the text that will appear in the user registration form.
Reference: This is the text that identifies the field in the Users list, making it easier to filter. We recommend using a reference of no more than two words.
List of options: This allows you to enter all the possible options in the list. To do this, click the "Add option" button and then enter the option name in the "Value" field.
Mark as required: You can decide whether you want this field to be mandatory for users.
Min/Max options to select: Optionally, you can specify a minimum and/or maximum number of options that users must select from the list.
Help text: Lets you add additional text that will appear just below the field. This can be used to highlight any important detail or clarification related to the field.

3. Private fields

These fields are additional and can not be public:

3.1. Opt-in field

The Opt-in field allows you to add checkboxes that the user must complete before finalizing the registration form.

When the administrator defines the terms and conditions, a checkbox will always appear by default in the registration form that requires users to accept these conditions in order to continue with the registration process.

Additionally, the administrator has the opportunity to add up to 5 new checkboxes, as shown in the image below. These checkboxes are useful, for example, to ask the users if they would like to receive or subscribe to a newsletter.

For each opt-in field, the following parameters may be configured:

Title: Write a text explaining what kind of permission the user is giving when accepting this checkbox.
Reference: Text to identify this field in the list of participants. We recommend you use maximum 2 words.
Set up as mandatory: The administrator can make it mandatory to confirm user participation.
Checked by default: Enable this option if you want to show the opt-in checked by default.
Double confirmation via email: Additionally, you have the possibility to configure and send an automatic email to each participant with a confirmation link that the user will have to click to confirm that they have checked the opt-in checkbox of the form. In this way, with this functionality, you will be able to obtain the explicit consent of the users for the processing of their personal data, in accordance with the good practices indicated in the General Data Protection Regulation from the European Union, which requires clearer information on how the personal data is processed.

Note: The functionality of enabling a double confirmation for checkboxes is only available for Premium and White Label promotions.

When you check or download the list with the participants, you will find this field information in the column titled "VERIFICATION FIELD N1 ", and if more than 1 verification field is configured, these fields will be displayed in numbered columns.
Two values will be shown:

"0", if users have not checked the box
"1", if users have checked the box

3.2. Date field

This field allows asking for an extra date in the registration form. It can be used to point out what day the product was bought, their child's birthday, what day they attended the event, etc.

3.3. Document field

This field allows the user to upload a file to the promotion organizer. This can never be a public field. Any text, picture, or PDF file can be uploaded. The field allows you to set the maximum file size from 1MB to 10MB. It can also be set up as a mandatory field.

3.4. Hidden field

The hidden field allows you to define a fixed value to identify the participations of your promotion.

3.5. Identity document

This field can be used to request users to indicate their identity document and presents the main characteristic that it comes with pre-defined validation rules that allow to automatically verify that the identity document that the user writes when participating in the promotion complies with the configured identity document format. To do this, it will only be necessary to indicate which identity document must be validated, and the system will confirm that the value entered by the users in the registration form complies with the corresponding format.

Follow the steps shown below to use the Identity document field with automatic validation:

1. Add a new field in your Entry from, and select the "Identity document" field type:

2. Next, specify what type/s of identification document you want to be considered as valid. To do this, click on the "Add document" button:

3. A pop-up window will open, which allows you to choose the type of identification document(s) that you want to validate. Select the country where the promotion will be launched and the system will display all the identification documents that can be validated for that specific country:

4. Add the document type(s) to be validated.

Users will need to enter a valid identity document, which will be confirmed against the list of documents included in the configuration:

Note: The value entered by the user must be unique, meaning it should not have been previously entered by another user. For security, user-entered data will never be shown to other users in the promotion.

3.6. Signature

This field allows a user to sign the registration form. The system stores the image of the participant's signature, which is included in the participation file.

3. How to configure conditional fields

The administrator can create conditional form fields, which allow specific fields to be displayed based on the answers provided by the participant in other form fields.

This way, you can adapt the form to each participant and only request additional information when necessary.

For example:

Display the legal guardian's details when the participant is underage.
Display an additional field when the user selects the "Other" option.

3.1. Which fields can be used as conditions?

The following field types can be used to set conditions:

Date of birth: based on the participant's age.
Dropdown list: based on the selected option.
Radio buttons: based on the selected option.
Checkbox: based on whether the checkbox is checked or not.

3.2. How to configure conditional fields

Configuring a conditional field consists of two steps.

Step 1. Configure the field you will use as a condition

Add the field to the form that will determine when another field should be displayed and, in the field's configuration options, enable the "Use as a condition for other fields" option:

Step 2. Configure the field you want to display and define the condition

Next, edit the field you want to display conditionally and click the "Show conditions" button. Then, configure the condition that must be met for the field to be displayed to the participant.

When you click "Add condition", you will see the values of the fields marked as conditional, allowing you to select the value that must be met for the new field to appear.

Example: displaying legal guardian details

A common example is to request the legal guardian's details only from participants who are underage.

To do this:

Add a Date of birth field to the form.
Enable the Use as a condition for other fields option.
Add the fields you want to use to request the legal guardian's details.
In each of these fields, enable Show conditions.
Configure the condition so that the fields are displayed when the participant is underage.

This way, the fields corresponding to the legal guardian will only be displayed to participants who meet the established condition.

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Note: For dropdown lists and radio buttons, the options must use the key-value format when they are used to set conditions.

4. Can the fields be rearranged in the form?

The order of the fields in the registration form is the following:

1. Full name of the user.
2. Predefined fields in the following order:

E-mail
Phone
Birthdate
Comments field

3. Additional fields: These fields can be arranged from the promotion Editor/Registration form page.

Drop-down list
Country field
Radio buttons
Autocomplete List
Date Field
Documents fields
Opt-in Field

Note: In the checkboxes, first the terms and conditions and then the additional checkboxes are shown.

5. Access data from the additional fields

The administrator will have access to this data from the list of registered users and will also be able to export it to a CSV file. In the following image, you can see how the additional fields are shown for each participant in the list of entries. The administrator can see the information that each user submitted when entering the promotion, and they can also download this information as an Excel file:

In addition, the administrator has a statistics module that can help complete participants’ data. Learn to analyze the results with the Easypromos statistics module.

Easypromos Help

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