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Creating a New Event Form

Creating a new Event Form

To Navigate to the Event Form building tool in Event Schedule Planning, click on 'Form' for your newly created Event Type (see this article for details on how to create an Event Type).

A new card will appear. To create a new form, select 'Create a New Form.' 


Then enter a Name for your Form and select a Workflow. For documentation on how to create a workflow, click here. You may also choose to define a Worflow at a later stage and proceed with creating the new form.

After clicking on 'Add,' you will be routed to the Form editor where you can begin to build your form questions.


Delivered Form Questions

System Administrators have the option to customize Coursedog delivered questions or to create new form questions. Coursedog's form builder delivers Meetings and Locations and Event Contacts questions but allows users to customize the questions to suit their institutional needs.

Meetings and Locations

The Meetings and Locations card comes delivered with Start and End dates, meeting repeats, location finder, resources requestor and Setup and Tear Down time indicator. Coursedog allows users to customize the allowable rooms and the required fields on the Meetings and Locations Card by clicking on the 'Advanced Settings' wedge on the top right corner of the card. You can edit which fields are hidden to certain users and can also choose whether you want to require requests to have at least one meeting (see checkbox).

Fields hidden from requestors are fields that will not be shown to users who are using the form to request an event: 

The most common use case is to hide setup/teardown times to requests. The fields will then show up in the request dashboard for approvers, and in the event details view for viewing approved events that are in the schedule.

Fields hidden from everyone will be hidden in all views.

Separately, if the 'Require at least one meeting' checkbox is set to 'true' and a meeting is not added in the Event, a validation error message appears to indicate to the user an action must be taken.

The Meetings and Locations Card in the Form Builder will display in text all custom settings that have been defined on that card.


The fields in the Contacts card are not customizable. However, you can decide whether or not to require at least one contact and determine whether contacts should receive email notifications.

If the 'Require at least one contact' checkbox is set to 'true' and a contact is not added, a validation error message appears to indicate to the user an action must be taken.

Additionally, the Contacts information (name, email, phone, and address) will be included in event invoice PDFs.

Adding Pre-Built Form Questions

Coursedog Event Planning allows users to easily add pre-built form questions. To add a pre-built question select pre-built question on the Left side of your screen

Drag and drop desired pre-built questions into your form.

Event Owners

For example, you may add Event Owners through the Pre-Built Questions functionality. Event Owners in Coursedog have the same permissions as the author of the event, even if they did not create the event themselves. To allow event authors to add additional event owners to an event, admins must add the relevant question to Event Request Forms. Be certain to add the ‘Event Owners’ question under ‘Pre-Built Questions’ by dragging and dropping it into your form.

Now, users will be able to add Event Owners in the Form. To add event owners, they may select users from the drop-down menu when completing the ‘Event Owners’ field of your ‘Event Request Form.’ Note that the field is pre-populated with your name, and that you may select more than one additional event owner.

To set role-specific event owner permissions administrators must navigate to ‘Event Management Roles’ under ‘Event Settings.’ Select the role you want to configure user permissions for, such as 'Staff,' and then select 'Events.' Configure ‘Edit Events’ and ‘Request Event Changes’ based on your desired permissions (note that the default permissions vary based on role).

Attendance Tracking

Additionally, the following fields pre-built fields can be used in the event form template for tracking attendance. 

  1. Actual Head Count
  2. Registered Head Count
  3. Expected Head Count

These fields must be user entered, and won't dynamically populate from a third party system. They will also be included in all event CSV reports.

Event Discounts

In the event template and event forms, there is a Discount field which can be used to reduce the total cost of an event.

If a discount is added, the discount will be displayed when a user downloads the invoice. The discount applies to the cost of the entire event:

Administrative Fee

In the event template and event forms, there are also inputs for 'Administrative fee (%)' and 'Administrative fee ($).' 

These two fields allow end users in events to add an administrative fee to the total cost of any event.

Adding Custom Form Questions

Coursedog Event Planning allows you to create many different styles of questions based on the format in which the response should be: Text response, Yes/No, Date, Multiple Choice, etc. Coursedog also provides the ability to guide users to links or upload images.

If you wish to add a new card for the question to belong to in the form, click on the  '+'  sign on the right side of your screen.

Once your desired cards are created, you may add questions to them. To add a customized question, click on 'Custom Questions' on the Left side of your screen. 

There are many Question Types available for creation: Text, Textarea, Yes/No, Select, Date, Number, Organization Select, User Select, Link, Upload File. (Note: For the "Link" type: Current functionality includes html property of type=url, which can be recognized by screen readers. However, for most end users, there is currently no difference that would be noticed in the UI between Link and Text types for example. The Link type does not provide for "clickable" URL.).

Select your Type and drag and drop your Question Type to the space marked 'Drag a Question Here.' 

Enter your Question Title and Question Description.


You may determine whether the question should be required, as well as any default values and other attributes in the left panel when you click into a specific question.

On all event forms, for each question, there is also the ability to specify what roles are allowed to edit a specific field, and what roles are allowed to view a specific field. These restrictions also apply to the Public form. If a field is editable for only a specific set of roles, that means the field will be locked on the public form.

Adding a Required Acknowledgement Agreement

If your event requires an acknowledgement before a request is submitted you can utilize the Yes / No custom question to do so. First add a new Card to the Form then add a Yes / No question to the card and check the required box in the Question Settings. Use the Question Title for the verbiage of the acknowledgement.

Next you will click into the 'Question Extended Description'. Here you can either add the text for the Acknowledgement or add a link / pdf to it so it is attached to the Yes / No Question.

The below is an example of how this will appear on the form.

Editing, Previewing, and Deleting a Form

Institutional needs change and may dictate that an Event form be modified or deleted.  It is recommended that a form creator preview a form before making it available for use by requestors.

If you need to edit a card or question on your form, you can do so by clicking on the blue pencil (edit).


When you have completed your form, you can preview your Event form by clicking 'Preview' in the top right. Note that certain functionality, such as displaying 'Defaults' for a field, will not be displayed when using the 'Preview' functionality (however, these should be displayed when navigating to Request an Event and filling out the appropriate form).


You may also delete your entire form by clicking on 'Delete.' 


Event Forms in the Public Site

If the Event Type is public, users will be able to request events of this type through the public site using the configured Form. The form on the public site closely mirrors the form in the internal Coursedog UI. However, certain event form fields are available within the Coursedog UI but not on the Events Public Site, in most cases due to ADA compliance considerations.

Below is a list of fields not available in the public site:

  • Upload Image question type
  • Repeat
  • Setup Times
  • Teardown Times

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