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 Events 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.
| Category | Who it's for | What it does |
|---|---|---|
| Questionnaires | Your customer | One-shot questionnaire you send to your customer. The customer fills in planning details once, and the response updates the event. |
| Customer Hubs | Your customer | An ongoing portal your customer can return to throughout planning. Every change they submit updates the event. |
| Briefings | External partners without an Eventyflow account | Briefings for DJs, caterers, photographers, or other externals. The event itself stays untouched. |
| Checklists | Your team | Internal 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 Events 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.
- 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 form. The intent wizard 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 intent wizard 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:
- Open response -- view the submitted data, when available.
- Edit -- change the form settings.
- Share -- send the form link to the customer or partner (external only; unavailable for internal checklists).
- Activate / deactivate -- control whether the recipient can currently access the form.
- Customize fields per response -- open the builder to adjust fields for one specific response.
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.
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.
- If the form updates event pricing, we ask you whether to save the field changes only or also update the event prices.
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.
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:
- Language from the link.
- The recipient's browser language.
- 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.
Files are deleted automatically 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.