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

1. Enter the 'Editor' of the promotion.

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2. To configure the entry form, go to Pages > Entry Form > Form Fields:


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Note: In the "Contents" section, 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.

 

Click on the "New field" button to add the fields you are interested in asking the participants for to the entry form. You can also customize the text and image of the page header.

In Premium and White Label you can complete the form with all the additional fields, drop-down- lists and checkboxes that you need.

Note: The configuration of the additional fields is not included by default in the promotions created with the Basic version. It can be added to the promotion as an extension for $19USD/19 EUR.

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

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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
  • Gener
  • 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 email addresses of the users that register in the promotion so that they can be contacted later. For this reason, this field comes with some configuration options that we explain below:

1. Enable the email verification: This allows to add an additional email field so that users have to enter their email address twice. Both email addresses 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 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 entry form.

3. Emails and domains allowed: By default, all email addresses can be used 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 configured 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, 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 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: This 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.

6. Disclaimer: This allows to enter a legal text that will appear in the entry form of your promotion. It is optional and does not exclude the terms and conditions.

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

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2. Contest fields (photos, videos or texts)

These are the fields that allow users to enter 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 enter the contest. The user can submit a text of up to 65,000 characters.
  • Photo contest: The ‘media’ field allows the user to choose an image file and upload it to the application.
  • Video contest: The ‘media’ field allows a user to take part in a contest by writing the URL of a YouTube or Vimeo video. (Including video in the promotion is available in 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 of the photo or video that they upload.


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

 

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


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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 $19USD/€19EUR.

 

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 entry form.
  • Short title: 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.
  • Make this custom 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 gallery.

Here we show you an entry form, 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 drop-down list. This will appear in the entry form as a question.
  • Short title: Text to identify this field in entries list. We recommend you to 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 comma or one option per line.
  • Is this field mandatory? The administrator can make it obligatory 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 the list public.

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

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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 buttons field the following parameters may be configured:

  • Title: Customize the title of the radio button field. This will appear in the entry form as a question.
  • Short title: Text to identify this field in entries list. We recommend you to use maximum 2 words.
  • List options: In this field, the administrator can write the different options that form part of the radiobuttons list, separated by comma or one option per line.
  • Is this field 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:

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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 autocompletable 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.
  • Short title: Text to identify this field in entries list. We recommend you to 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.
  • 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 autocomplete list enabled:

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4. Private fields

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

 

Opt-in field

The Opt-in field allows 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, to ask 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 giving 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 oin 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 has not 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 in the participants list.

Date field

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

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Documents 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.

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2. Can the fields be rearranged the form?

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


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

  • E-mail
  • Phone
  • Birthdate
  • Gender field
  • City
  • Country
  • Comments field

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

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

Only the additional fields can be arranged among them:

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Note: In the checkboxesfirst the terms and conditions and then the additional check boxes are shown.

 

3. 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 supplied when entering, 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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