Tutorial: How to set up the entry form of your promotion

On the majority of Easypromos apps, users participate in the promotion by filling in the entry form page that the administrator configures and adapts to his/her needs. This entry form is set up in the promotion Editor. We explain below the most important information related with it:

 

1. How to configure and customize the entry form page of a promotion or contest

2. How to order the entry form fields

3. How to access to entry form data

 

1. How to configure and customize the entry form page

In order to 'Edit' the entry form page, your promotion must be already created and you must access the promotion 'Editor':

 Open the Editor menu by clicking on the left icon at the top, and find "Entry form page" section.

 

In "Options" section (that you can unfold), you will be able to edit the entry form title and introduction, and to upload a header image. On Premium and White Label promotions, you will also find a "Disclaimer" field, a label to customize the "Finalize" button and, in White Label, a field to insert Javascript, HTML and your own code.

 

Add the fields you need to the entry form page by just clicking on "New field" button and choosing the field you want. The registration form can be configured with four types of fields:

1. Predefined fields

2. Contest fields (photos, videos or texts)

3. Additional and customizable fields

4. Private fields

 

Note: A field with the user’s name and surname will always appear in the registration form, and for this reason it doesn’t appear as a choosable option. If identifying with Facebook is mandatory for the user, this field comes pre-filled with the user’s complete Facebook name.

 

1. Predefined fields

In all versions of Easypromos – Basic, Premium and White Label – the administrator has the opportunity to ask the user for the following:

  • Name
  • Email
  • Country
  • Year of birth
  • Sex
  • Telephone number
  • City

 

The administrator can decide which information to ask the user and thus enable the predefined fields accordingly. The fields enabled by the administrator must be filled in by users in order for them to finalize their registration in the promotion.

 

Important: The information entered by users will be private. In other words, only the administrator can see the data provided by users in these fields.

 

E-mail field:

The Email field is one of the most important registration fields, because it allows to obtain the emails of the users that register in the promotion so that they can be contacted later. For this reason, this field presents some configuration options that we explain you below:

 

1. Enable the email verification: It allows to add an additional email field so that users have to enter it twice. Both emails must match in order to pass the validation. This option is available for all versions of the platform (Basic, Premium and White Label).

 

The options that we explain you next are only available for promotions created with the Premium and White Label versions:

 

2. Title of the field: It allows to insert the message to ask users their email address in the registration form.

3. Emails and domains allowed: By default, all emails are allowed to participate in the promotion, but you have the possibility to limit the registration to an email or a set of emails or, if you prefer, to a specific email domain. Use it to organize a promotion to a closed group of users (for example, the employees of a company). In this case, only users who use an email or the email domain you have set up will be able to register in the promotion. You can enter several emails or email domains (one per line).

4. Emails and domains not allowed: By default, any email isn't prohibited to participate in the promotion, but you have the possibility to insert an email or set of emails, or a domain or domains that you don't allow to register 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).

5. Create a validation email: It allows to create a validation email so that users must verify the email address used to register in the promotion. This email is created using the Emails Platform, which will send an automatic email to the participant with a link to verify the email address. Click here to learn how to create this validation email.  

Here is how a user will see the registration form with all the predefined fields enabled:

 

2. Contest fields (photos, videos or texts)

These are the fields which allow users to take part in a photo, video or story contest. Thus, depending on the type of contest that an administrator wishes to organize, the corresponding field should be enabled:

  • Writing-based contest: The ‘Comments’ field allows the user to write a text in order to take part in the contest. The user can enter a text of up to 65,000 characters.
  • Photo contest: The ‘Image’ field allows the user to choose an image file and upload it to the application.
  • Video contest: The ‘Image’ field allows a user to take part in a contest by writing the URL of a YouTube or Vimeo video. (This type of promotion is available in the Premium and White Label versions of Easypromos.)

In photo and video contests, it is also possible to add the ‘Comments’ field to allow users to write a description or caption to the photo or video that they wish to upload.

Note: Review these contests tutorials to learn more about how to configure these fields.

 

Here we show how the registration form is displayed with the contest fields enabled. The following image corresponds to a photo contest in which the ‘Image’ field has been enabled:

 

3. Additional, customizable fields

Additional fields are available in the Premium and White Label versions of Easypromos. The administrator can add new fields, which are different from the predefined ones, to the registration form. These can include: address, ID number, province, t-shirt size and so on.

Note: The customization of the registration form with additional text fields is not included by default in promotions created with the Basic version. It can be included as an extension for $15USD.

 

They also allow the administrator to include a questionnaire, requiring users to answer a series of questions in order to register for a promotion. In this way, the administrator can obtain value-added information as well as personal details from the user.

Note: for questionnaires, question and answer contests and market studies, we recommend the Questionnaire and Trivia feature.

 

It is possible to add as many additional fields as required. The administrator can choose between four types of fields:

 

Additonal text field

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.
  • Short title: Text to identify this field in the entries list. We recommend yout to use a maximum of 2 words.
  • Set up as mandatory: It is possible to decide whether to make this field obligatory for the user or not.
  • Make the field public: You can decide if you want to make this text field public. In this case, the content of the field will be published in the list of participations.
  • Short/long text: 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.
  • Validation method: This option allows you to validate the content that the user writes in the text field, using, for example, an alpha-numeric code based on the criteria defined by the administrator.

Here we show you a registration field, in which 2 additional text fields have been enabled:

 

Dropdown lists

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 dropdown list. This will appear in the editing form as a question.
  • Short title: Text to identify this field in entries list. We recommend yout to use maximum 2 words.
  • Set up as mandatory: The administrator can make it obligatory to select one of the options in the list.
  • Make the list public: If you want participants to be able to see the options selected by other users, the administrator can make the list public.
  • List options: In this field, the administrator can write the different options that the the dropdown list will display.

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

 

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 holding a survey to collect information about your users. For each radio buttons field the following parameters may be configured:

  • Title: Customize the title of the radio button field. This will appear in the editing form as a question.
  • Short title: Text to identify this field in entries list. We recommend yout to use maximum 2 words.
  • List of options: In this field, the administrator can write the different options that form part of the radiobuttons  list.
  • Set up as mandatory: The administrator can make it mandatory to select one of the options in the list.
  • Make this custom field public: If you want participants to be able to see the options selected by other users, the administrator can make this field public.

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

 

Autocompletable 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 autocompletable list the following parameters may be configured:

  • Title: Customize the title of the autcompletable list. This will appear in the editing form as a question.
  • Short title: Text to identify this field in entries list. We recommend yout to use maximum 2 words.
  • List of options: In this field, the administrator can write the different options that form part of the autocompletable list.
  • Set up as mandatory: The administrator can make it mandatory to select one of the options in the list.
  • Make this custom field public: If you want participants to be able to see the options selected by other users, the administrator can make this field public.

Here we show what the entry form looks like with an autocompletable list enabled:

 

 

4. Private fields

These fields are additional, they are enabled on Premium and White Label versions and can not be public. 

 

Opt-in field

Opt-in field allow you to add check boxes that the user must complete before finalizing the registration form.

When the administrator defines the terms and conditions, a check box 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, in the Premium and White Label promotions, the administrator has the opportunity to add up to 5 new check boxes, as shown in the image below. These check boxes are useful, for example, for asking a user if he/she would like to receive or subscribe to a newsletter.

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

  • Label: Write a text explaining what kind of permission the user is given when accepting this check-box.
  • Set up as mandatory: The administrator can make it mandatory to confirm the user participation.
  • Checked by default: Enable this option if you want to show the opt-in checked by default.

 

Here we show what the entry form looks like with opt-in fields enabled:

 

When you check or download the list with the participants, you will find this field information on 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 user hasn't checked the box
  • "1", if user has checked the box

Note: First check-box (to accept the terms and conditions of the promotions) is mandatory so it doesn't appear on the participants file.

 

Date field

This field allows to ask for an extra date on the registration form, enclosing which years will be elegible on the drop-down list. It can be used to point out what day the product was bought, what is their children birthday, what date they assisted at the event, etc.  

 

Documents field

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

 

2. Can the fields be ordered in the form?

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

1. Full name of user.

2. Predefined fields in the following order: email, telephone number, sex, date of birth, city and country.

3. Additional fields: these fields can be ordered from the promotion Editor/ Entry form page.

4. Media field

5. Comments field

6. Opt-in fields: first the terms and conditions must be accepted, then the additional check boxes are displayed.

 

Only the additional fields can be ordered among them:

 

3. Access data in 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 we show the list of entries, in which all those participants who have registered for a promotion are shown. The administrator can see the information that each user supplied when they registered for 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.

 

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