How to Edit Event Flows

Event Flows allow guests to register or check in for a Beamery Event. Every Event has a Registration Flow and a Check-in Flow. By default, both of these Flows collect guest's names and contact information. You can customize Events Flows to collect additional data from your registrants and attendees.

This article walks through how to customize Events Flows.

Table of Contents

Edit the Registration Flow
Adding Form Components to a Flow
Editing the Thank You Page
Updating and Unpublishing a Flow
Editing a Check-in Flow

Edit the Registration Flow

Whenever you create an event, a basic event registration page is automatically created and published. This page only requires guests to submit their first name, last name and email address in order to register. However, you can customize the registration form to collect additional information you may want from guests for your event. 

To edit the Registration Flow for an Event, click on the three dots button within the "Registration flow" card on the Event Overview page and select “Edit flow”.

At the top bar of the flow editor, you can click on the pencil icon to edit the flow name and customize the registration page URL. Note that this URL will be visible to guests, so choose a URL you are comfortable with having public-facing.

Use the options at the left to customize the appearance of the registration page. A preview of the page is visible at the right, showing updates in real-time as you make changes. You can also preview what it will look like on a tablet or mobile device by clicking on the icons at the top. 

In the box below, you can add additional text to the registration page, such as event details, a summary of the event information, or instructions for completing the registration.

Next, click on the "Form" box to start making customizations to the form component of the registration flow.

Adding Form Components to a Flow

Standard Fields

Note that first name, last name and email address are already required for all registration and check-in forms. You can add additional standard data fields by clicking on them under Profile Questions on the left. These include:

• Degree & University
• Job Title & Company
• Phone Number
• Website
• Current Location
• Preferred Location(s)

For each of these fields, you can choose whether they are required or optional. 

Custom Questions

You can add custom single-select, multi-select, date, and short text questions to your registration form. Note that in order to use this feature, you must link each question to an existing dropdown Custom Field. That means the Custom Field must be created before it is linked to a Registration flow question.

First, type the text of your question. Next, select the custom field from your list of existing custom fields. 

The possible values for that field will automatically be added to the form as the response options. You can choose which options are visible to guests by clicking on the checkmark next to each in the dropdown. Last, select whether you’d like to make the question required for form submission.

You can add several custom questions to your form, but we recommend three or fewer to make it faster and easier for guests to register.

You can rearrange the order of custom fields using the up and down arrows to the right of the field name.

Section Breaks

After you have finished adding all your fields, you may want to go in and create section breaks in the form to enhance readability. Follow these steps to do so:

1. Make sure you've added all your standard and custom fields to the form
2. Select Section Break After
3. Give the section a title

Tip: Custom fields are added to the bottom of forms. This is why we recommend you add all form fields before adding page breaks. This avoids fields being added to the incorrect section. 

More Elements

This section includes additional elements you can add to the registration form, including:

• a Data Protection section
• a Terms & Conditions statement
• a File Upload (resume upload) option

The data protection section gives you the ability to ensure compliance with regulations such as the GDPR by including a Consent request statement, Opt-in statement, Privacy Policy link, and Beamery Data enrichment link. These provide registrants with the required information about how you will store and use their personal data.

The Consent request statement and Opt-in statement must be saved in your Compliance Settings by an Admin before you can use them as part of the registration flow. Any guests who registers for an event that includes this section will automatically have an “opted-in” flag and “opted-in date” added to their Beamery profile, allowing for easy filtering and automation.

The Privacy Policy links to the URL for your privacy policy that has been saved in Company Settings by your Beamery Admins. The Data Enrichment link leads to Beamery’s own statements and information regarding how data can be added to Beamery profiles via our enrichment engine, which draws from publicly available personal data.

Next, you have the option to add a Terms and Conditions section to the registration form.

Some organizations require registrants to accept certain Terms of Service related to talent events that are not directly related to data compliance. This section allows you to clearly state those terms on the registration form.

When you enter a terms and conditions statement, this section will automatically become required. It is best to have such statements written and vetted by your company’s internal legal or regulatory team before using them on a registration form.

Last, you can select whether you’d like registrants to be able to upload an attachment as part of the Registration Flow. Typically this is used to allow guests to attach a resume or CV, but it can also be used to collect cover letters, assignments or portfolios. 

You can customize the name of the file upload prompt to match your purpose and make it required if desired.

Any files uploaded that have a .doc, .docx, or .pdf format will be parsed into the guests' Beamery profile once their registration has been submitted.

Once you are done making your registration flow customizations, click the Save button in the upper right corner. This will automatically bring you to the editor for the thank you page. 

Editing the Thank You page

Clicking the Save button on the registration page editor will automatically bring you to the editor for the Thank You page. This is the page that appears to guests after they submit their registration.

Here you can edit the headline and text that appears on the Thank You page. Adding some additional text is required, but we recommend keeping this short and to-the-point. 

By default, the Thank You page has a button that returns users to the registration form page, but this can be deleted if desired.

Once you are done editing the Thank You page, click Save in the upper right corner.

Updating, Unpublishing, Cloning, and Deleting a Flow

To publish any changes you have made to the live registration page, click the "Update" button next to the "Save" button. You will see a pop-up modal asking you to confirm.

To unpublish a flow, click on the three dots button and select “unpublish flow”. You can always publish it again when you are ready. This is also where you can copy the URL of the registration flow page, so that you can share it with prospective guests via email or social media.

Published Flow:

Unpublished Flow:

From this dropdown you can also clone a flow or delete a flow. Please note: you cannot delete a published flow. You must first unpublish and then delete the flow. Lastly, under Settings, you can access the dialogue box to change the logo at the top of your flow to match a particular line of business. 

Editing a Check-in Flow

If you are also using a Check-in flow for your event, you can edit it in exactly the same way as the registration flow.  From the Event Overview page, click on the three dots button on the Check-in flow card and click “Edit flow”.

Next, you can make customizations to the Check-in Page using the same components as on the Registration Page: such as additional standard fields, custom questions, and compliance sections. 

Keep in mind that Check-in Flows are intended for use during the event, so it is often helpful to limit the amount of time each guest must spend in order to get checked in. Choose your components wisely.

Additional Resources

How to Create a Beamery Event
How to Edit an Event Page