Skip to main content

Event Forms

An event request form collects the first inquiry from a customer. An Event Form is everything that comes after -- you use it to collect extra details, give the customer their own area, brief a partner, or track an internal checklist for an event that already exists.

Event Forms live under the Inquiries group in the sidebar. From there you reach a single cross-event list, filtered by the category you want to work on.

The four categories​

Every Event Form belongs to one of four categories. The category decides who can open the form, whether responses update the event, and where you find it in the sidebar.

CategoryWho it's forWhat it does
QuestionnairesYour customerOne-shot questionnaire you send to your customer. The customer fills in planning details once, and the response updates the event.
Customer HubsYour customerAn ongoing portal your customer can return to throughout planning. Every change they submit updates the event.
PartnersExternal partners without an Eventyflow accountBriefings for DJs, caterers, photographers, or other externals. The event itself stays untouched.
Team checklistsYour teamInternal working documents. Only people with an Eventyflow account see them, and responses do not update the event.

Team checklists are internal-only by policy. They do not create public instance links, public response links, or public access methods. External categories can be shared according to their access settings.

Where to find Event Forms​

Open the Inquiries group in the sidebar and expand Event Forms. You see five entries:

  • All -- every external Event Form across your upcoming events.
  • Questionnaires -- filtered to the questionnaire category.
  • Customer Hubs -- filtered to the customer hub category.
  • Partners -- filtered to partner briefings.
  • Team checklists -- internal checklists across your upcoming events.

You can also switch between categories directly on the page using the tab strip at the top.

Create an Event Form​

You have two entry points:

  • From the Forms page -- open Forms in the sidebar and click Create New Form. The form creation dialog asks What do you want to build? and shows six tiles grouped by use case. Pick the one that matches, and we pre-configure the form type and defaults for you.
  • From inside an event -- open an event and go to the Event Forms tab. The add button lets you create internal forms directly and guides you through a short wizard for external ones (template, access method, availability, review).

The dialog covers:

  • Entry forms (public): Event request, Contact form -- for your website, to start new events or contact requests.
  • Follow-up forms (Event-bound): Questionnaire, Customer Hub, Partner briefing, Team checklist -- all linked to an existing event.

Once a form is created with a category, the category stays fixed. Older forms without a category must be classified before they can be saved again, so the system can apply the correct sharing and internal-only rules.

Actions per Event Form​

For each form you can:

  • View Response -- review the submitted data, when available.
  • Edit Instance -- change the form settings.
  • Share -- send the form link to the customer or partner (external only; unavailable for internal checklists).
  • Activate for Customers / Deactivate for Customers -- control whether the recipient can currently access the form.
  • Customize Form -- open the builder to adjust fields for one specific response.

Release check for forms that update the event​

Products and rooms are linked to the form field they were booked through. When a form updates the event, it changes only the products and rooms booked through its own fields. All other products and rooms on the event stay as they are.

  • Whether a form updates the event is set by its category when you create it, and you cannot change it later.
  • An event can have only one active form that updates the event. Deactivate the other one before you activate or create a new one.
  • When you create or activate such a form, or save customized fields for one event, we check that every booked product and room can be matched clearly to one field. If not, the dialog This form cannot be released yet shows the reason:
    • two product or room fields have the same name,
    • a product or room field has no name,
    • an item is booked more than once for the same field, or
    • items are booked in the event under a different field name than the form offers them.
  • If only the field names differ, choose Rewrite origin. The existing bookings are then assigned to the field in the form. This does not change prices, quantities, or items; price changes you confirmed are saved with it. Alternatively, rename the field back.
  • If the event changes in a way that no longer matches the form while your customer has it open, the customer's changes are not saved and they are asked to contact you.

View details​

Click on an Event Form to open a side panel with:

  • Current status and completion progress.
  • Access method (public, Magic Link, password).
  • Availability window (start and end date).
  • Whether it's internal or external.
  • Response version history.

Fill in a response from inside the app​

You don't always need a public link. For Event Forms your team works on directly -- such as team checklists -- you can open the response and fill it in right inside the app:

  1. Open the Event Form to bring up its side panel, then choose View Response.
  2. The response opens showing the form with any data already filled in, along with who submitted it and when it was last edited.
  3. Click Edit to make the fields editable, enter your answers, and click Save. Use Cancel to discard your changes.

When you save, your entries are checked with the same rules as your customer's -- for example, only one room in a single-selection rooms field. If the form updates the event and its products and rooms can no longer be matched clearly to the form's fields, saving is rejected with an error. After you save, the response closes and its status and completion progress update in the list. Internal team checklists are always filled this way -- they have no public link.

Customize fields per response​

Different events need different questions. You can adjust the fields of an Event Form for each response -- for example a wedding needs a seating field, while a corporate event needs a presentation schedule.

  • The builder works the same way as when designing the original form.
  • Your changes only apply to that specific response.
  • Products and rooms already booked in the event keep the price they were booked at, even if the catalog or form price changes later. A new form that updates the event starts with the booked prices, including price unit and price blocks.
  • A form that updates the event uses the event's price settings (currency, net or gross prices, rounding), and you cannot change them per event. If the form is set up differently from the event, it cannot be created; adjust the form's price settings first.
  • In a form that updates the event, if you change the price of a booked product or room, saving lists the affected booked prices. Choose Apply prices to save; the event then uses the new prices. Close the dialog to go back to the form without saving. The price of a booked item that is currently hidden (also by a condition) or marked as unavailable cannot be changed while it stays hidden or unavailable.
  • If the form updates the event, saving also runs the release check.

Version logic​

When you update a template, existing responses keep their original version. Only new responses use the updated form. Customers who already started filling out a form don't lose their progress and don't see unexpected changes.

Change email to your team​

If detail form notifications are on, your team gets an email when a customer submits or updates an Event Form. If you also switch on List changes in the email, the email lists what changed, with the old and the new value for each field. For products and rooms, only the changed items are listed, one per line; removed items are struck through. On the first submission, all filled-in fields are listed as new.

  • Fields for names, contact persons, email addresses, phone numbers and uploaded files never show their values: the email only says that they changed. Text the customer types into other fields is shown as entered.
  • Web addresses and email addresses in the listed values are shown in a form that can't be clicked, for example hxxps://shop[.]example.
  • Very long answers are shortened. Open the response in Eventyflow to see everything.

Access protection​

How people open an external Event Form depends on the access method:

  • Public -- anyone with the link can open the form (not available for editable event-bound forms).
  • Magic Link -- the recipient gets a personal link by email. For editable forms, at least one email or domain must be set.
  • Password -- the recipient enters a password before the form opens. Wrong passwords show a clear error, and too many failed attempts trigger a short waiting period.

Internal checklists are not opened through public links. They stay inside the workspace and are only available to signed-in users with access to the event.

Sharing and language​

When you share a multilingual form, you can pre-select the language by adding ?lang=xx to the link.

The form picks the language in this order:

  1. Language from the link.
  2. The recipient's browser language.
  3. The form's default language.

File uploads​

You can add file upload fields to Event Forms. Respondents can attach documents, images, or PDFs.

  • Add a File Upload field in the form builder.
  • Uploaded files appear in the event's Files tab.
  • Each file is virus-scanned before it becomes available.
Automatic deletion

Files follow your data retention setting and are deleted no later than 60 days after the event end date. Download anything you need to keep before that.

File upload fields are available in Event Forms only -- not in event requests or registration forms.