Table of Contents
Overview
Creating a New Event Form
Form Setup
Question Bank
Adding a Required Acknowledgement Agreement
Previewing Forms
Editing a Form
Deleting a Form
Determining if Events are Public or Private
Viewing Event Forms in the Public Site
Related Articles
Overview
Once you have created an Event Type, you can create a form that is associated with it.
Creating a New Event Form
PATH: Events > Settings > Event Types
Step 1: Click “Form”.
Step 2: Select “Create a New Form”.
Step 3:
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 workflow at a later stage and proceed with creating the new form without one for now.
Step 4: After clicking “Add”, you will be routed to the form editor (shown below) where you can begin to build your form, including:
Title
You can name/re-name your form by typing into the text next to the “T” at the top of the screen (“All-Reception” in the below screenshot).
Form Description
Type into the “Description” field to add a description of this form, but note the description is only visible when editing the form – it will not appear to end users requesting this event type.
To show a description to a user requesting an event, add a Card or a Field with a description and ensure the “Editable” configuration is not checked.
Adding Cards
Click the “+” icon to add a new card, if needed.
Adding Fields
Drag fields from the Question Bank on the left sidebar and drop them onto the relevant card.
The Question Bank includes two sets of options: Custom Questions and Pre-Built Questions (details below).
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Form Setup
Overview | Meetings and Locations | Contacts
Overview
Coursedog's form builder comes pre-delivered with Meetings & Locations and Contacts questions but allows users to customize the questions to suit their institutional needs.
Meetings and Locations
Overview | Allowed Rooms | Allowed Resources | Required Fields
Hiding Fields | Required Meeting
Overview
- The Meetings & Locations card is delivered with Start and End dates, meeting repeats, location finder, room layout field, resources requestor and Setup and Tear Down time indicator.
- You can click into the card’s advanced settings (gear) icon to customize the allowable rooms (details below), drop-down options for the room layout field, and the required fields.
The card will display in text all custom settings that have been defined on that card.
Allowed Rooms
When you add a room to the “Allowed Rooms” field, that means those rooms – and only those rooms – can be booked for this event type.
To add a room, simply click into the “Allowed Rooms” field to open the “Select rooms” modal; select the rooms you wish to make available for this event type; and then click “Save”. You can learn more about this here.
Adding more than 300 Allowed Rooms will break this functionality (and is not a suggested practice anyway, as it indicates a problem with the way event types have been split up).
Allowed Resources
The default setting here is “All”; this allows ALL available resources to be requested for this event type.
To limit the resources available for this event type, click into the field to open the “Select resources” modal; select the resources you wish to make available for this event type; and then click “Close”.
If you wish to only exclude certain resources, you can do that by clicking into the field to open the “Select resources” modal; select the resources you wish to exclude for this event type; click the “exclude selected resources” box; and then click “Close”.
Required Fields
Click into the shown Required Fields to further determine what is/isn’t required.
Note that “Start Date” and “End Date” will always be required and cannot be changed to “not required”, as doing so would create an incomplete meeting that cannot be displayed on the calendar.
Hiding Fields
You can edit which fields are hidden from certain users.
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 for 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.
Required Meeting
You can also choose whether you want to require requests to have at least one meeting (see checkbox).
If “Require at least one meeting” checkbox is checked and a meeting is not added in the Event, a validation error message appears to indicate to the user that an action must be taken.
Room Layout Field
When this field is not hidden from the form requestors will be able to select a room layout for each meeting instance. Note that the available select options are not dynamic based on location.
Contacts
The fields in the Contacts card are not customizable.
You can, however, determine which fields are required; whether or not email notifications are sent to contacts; and whether or not at least one contact should be required.
If the “Require at least one contact” box is checked but someone attempts to submit the form without a contact, a validation error message appears to indicate to the user an action must be taken.
The contact’s information (name, email, phone, and address) will be included in event invoice PDFs.
Require at Least One Contact Checked – In Settings
Require at Least One Contact Checked – Validation Error
Contact Information – On Form
Contact Information – Event Invoice
Question Bank
Overview | Adding Custom Questions | Adding Pre-Built Questions
Overview
Admins have the option to add and customize Coursedog-delivered questions (“pre-built questions”) or to create new questions (“custom questions”).
Adding Custom Questions
Coursedog allows you to create many different styles of questions based on the format in which the response should be: Text, Textarea, Yes/No, Select, Date, Number, Organization Select, User Select, Link, Upload File.
Learn about the difference between Text and Textarea fields here.
Functionality for the "Link" type 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 a "clickable" URL. Coursedog also provides the ability to guide users to links or upload images.
Step 1: If you wish to add a new card for the question to belong to in the form, click on the + symbol on the right side of your screen.
Step 2:
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.
Step 3: Select your type and drag and drop your Question Type to the space marked “Drag a Question Here”.
Step 4: Click into the field to enter your Question Title and Question Description.
Step 5:
Clicking into the card also opens additional question settings on the left.
You may determine whether the question should be required, as well as any default values and other attributes.
Available settings will vary depending on the question type.
Step 6:
Determine who can edit, view, and configure the field.
On all event forms, for each question, you can 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.
The “configurable” setting impacts who can modify and/or remove this field on the form itself. Learn more about how this works here.
Adding Pre-Built Questions
Overview | Event Owners | Attendance Tracking | Event Discounts
Flat Discount Rate | Administrative Fee | “Private Event” and “Public Event”
Hyperlinks
Overview
You can also choose from several pre-built questions.
To add a pre-built question, select “pre-built questions” on the left side of your screen, and then follow the directions outlined above.
Event Owners
Event Owners on the Form Template
“Event Owners” is one of many available pre-built questions.
To allow event authors to add additional event owners to an event, admins must add the “Event Owners” question to the form.
Event Owners on the Public Form
Once the “Event Owners” field is on your form template, end users will be able to add Event Owners when completing 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.
The field is pre-populated with your name, but you may select more than one additional event owner.
Setting Role-Specific Owner Permissions
To set role-specific event owner permissions, administrators must:
Navigate to Events > Settings > Roles.
Select the role you want to configure user permissions for, such as “Staff”.
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 pre-built fields can be used in the event form template for tracking attendance: Expected Head Count, Registered Head Count, and Actual 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
“Discount” is another available pre-built question. This 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:
Flat Discount Rate
Overview
There is a "flat discount rate" field on all event forms. This field can be used to specify a specific dollar discount for each event.
If there is both a percentage discount and a flat discount, the flat discount will be applied after the percentage discount.
How It’s Applied
The flat discount will be applied in the "Event Invoice" that can be downloaded as a PDF.
Administrative Fee
Overview
There are two pre-built questions relating to Administrative Fees: “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.
How It Appears on the Event Summary
“Private Event” and “Public Event”
You can learn more about how to configure these pre-built questions – and configuring visibility for events and/or forms – in the “Determining if Events are Public or Private” section below.
Hyperlinks
Add this field to a form to make it possible for hyperlinks to be shared on the public events site.
This field can be populated in three ways:
Admins can add a hyperlink as a default value for this Form if the same hyperlink needs to appear on all events of this Event Type.
Admins can edit an event request or event record and add a hyperlink to a request or confirmed event.
Depending on field settings, an end user could potentially complete this field on a request from the public events site.
Add “https://” as part of your link to ensure it works.
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.
Previewing Forms
It is recommended that a form creator preview a form before making it available for use by requestors.
When you have completed your form, you can preview your Event form by clicking “Preview” in the top right.
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).
Editing a Form
Institutional needs change and may dictate that an event form be modified or deleted.
If you need to edit a card or question on your form, you can do so by clicking on the blue pencil (edit).
Deleting a Form
You may delete your entire form by clicking “Delete”.
Determining if Events are Public or Private
Overview
Ensuring Events are Public
Preventing Individual Events from Displaying on the Public Site
Preventing the Public from Requesting a Certain Event Type
Overview
The “Public Event” pre-built question allows users to designate on an event-by-event basis whether this event should be displayed in the Public Site. The field defaults to YES.
Each Event Type’s “Public Form” field allows you to determine whether or not the public can request a certain event type.
To learn more about Private Events, refer to this article. Private events enable users to host events without having their event details accessible to users lacking permission, or having the event advertised on the public-facing event website.
Ensuring Events are Public
If you are not seeing an event in the public site and would like to, confirm Private Event = NO and Public Event = YES. If these fields are not visible in the UI, you can add them to the Form (via “pre-built questions”) momentarily to validate this.
Preventing Individual Events from Displaying on the Public Site
In order to prevent individual events from displaying on the public site, the event(s) in question need to have the public event field set to “NO”. This can be set en masse by providing Coursedog with a CSV.
If Private Event = YES, then the event will NOT be shown on the public site, regardless of what Public Event is set to.
Preventing the Public from Requesting a Certain Event Type
PATH: Events > Settings > Event Types > Event Type > (Scroll Down to View “Public Form” field)
In order to prevent the public from requesting a certain event type through the public site, make sure the Public Form for the Event Type is set to “No.”
Viewing Event Forms in the Public Site
Unavailable Fields | Upload Images | “File” Question Type
Unavailable Fields
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.
The following fields are not available in the public site: Repeat, Setup Times, Teardown Times, and Department.
Upload Images
For the Upload Image Question Type, after users upload an image in the public site, they may choose to remove it by clicking “Remove”.
Cropping capabilities are currently not supported.
“File” Question Type
If the File field is present in an Event Form for a public Event Type, then it will also be supported in the Public Site. Users in the Public Site will be able to add files by clicking “Add Files”.
There is a 20MB size limit to file uploads. Once the files have been uploaded, users can delete files (“x” icon) and/or download them (cloud icon).
