How to create and manage lead forms
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If you would like to capture additional details of your session participants in reports, you would need to use the Lead Forms during the setup of the room. Read below to find out how!
Don’t have time? Skip to chapter 19 in the video to get a quick glance at how lead forms work.
What are lead forms?
A lead form is an optional tool who’s parameters are defined by the host for the purpose of collecting data from an event’s participants. It will appear on the screen of all attendees before entering the room, and you can use it to collect contact information from your webinar’s attendees.
After assigning a form to a room, participants who want to join the event will be asked to fill out the form that’s made up of fields previously selected by the host. The information that’s usually required is: name/surname, email, company name, contact number.
After the participant fills out the form, all of the data will be available for the host to download as a CSV file in the session report.
Please note: Details captured in a lead form will be visible in the attendee profile in the session if somebody decides to click on their name. If it’s important that attendees don’t see each others details you can simply click the cog wheel in the Participants list and disable Show to participants.
How to set them up?
When setting up your first permanent room, go to the Leads Form tab and Toggle Leads Form.
Next, fill in the following fields:
Form Name – name your form, you can call it something generic that you can reuse across other rooms.
Form Description – add a description of your form (optional).
The next field requires you to add more information about the form itself.
Placeholder – here you can put name of the data you want to be provided by an attendee (i.e. name, surname, e-mail etc.),
Field Type – choose the data type from dropdown menu,
If you want the field to be required please mark the blue button Required,
Add Next Field – choose this option to add additional field with the data you want to be provided by your participants.
If you have already created your lead form, but you want to use it across other rooms, simply enable Toggle Leads Form and select the form you have previously created from the list.
What type of fields can I use?
Make sure to select the right field option so that you capture your data correctly, for example, choosing an e-mail field type will ensure that a user enters an email as anything else will be rejected.
Input – The default type is text
Password – Create a password for participants to input to login
Check-Box – Lets a user select ZERO or MORE options of a limited number of choices.
E-mail – Lets a user add an e-mail address
Phone – Lets a user to add a phone number
Radio – Lets a user select only one of a limited number of choices
Select – Lets a user select only one of a limited number of choices from the dropdown menu
Custom Text – Input your own text that will be shown on the registration form
Please note: whilst you are able to collect these details, as with any form, you may not be able to ensure the same details have been provided as when registering for your virtual event.
Viewing your lead form
Once you have finished with the setup of your room and you have your assigned lead form, you can simply join the room using an attendee link (in an incognito/private window ideally) to check how your form would look like.
FAQs
Q: If I hide participants list from attendees will I lose this information in reports?
A: No, all of the details captured in the lead form will always be visible in the session report after your session even if you hide the participants list.
Q: Why do my attendees need to fill these details in again if they have already registered?
A: Currently our reports for Collab Spaces do not connect to the registration data in your event due to some restrictions in the technology that we use. Lead forms are a great way to capture main details of your participants so you can link their names to the emails they have provided and be able to reach them later. All of this data will be available in the session reports. In the dashboard, you can also go to Lead Forms and download all the sessions where the lead form has been used.
Q: If I don’t want to use lead forms, will I not get any data in my reports?
A: You will still be able to get your session reports, however you will only get the Nickname of your participants which can be anything from first name to a fake name. If you wish to get their details i.e. e-mail or company name, we would advise to use the lead form for that. If you think collecting these details this way doesn’t work for you please speak to your Event Project Manager so they can look into a solution for you.
Q: How many fields should I use in a lead form?
A: It’s really up to you, but we would advise to keep it simple and only collect the most relevant details to ensure your participants to spend too much time filling in the form just before the session starts. A name, email and company in most cases is sufficient.