Adding a Classic Meeting Request Form

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You wouldn't send your boss a telegram, so why are you still using outdated methods to request events? Take your process to the 21st century with Cvent's meeting request forms. These customizable online questionnaires allow you to wave sayonara to the paper trail, better track all the related data, and ultimately improve efficiency.
 
1 Access the Form Setup page. Begin by clicking Admin in the top right. Hover over Meetings Management and, under Forms, click Meeting Request Forms.

Click Create Form.

 
NOTE: The Create Form button will not appear if you have reached the limit for your account. Contact your account manager for more information.

2 Adjust the form settings. Name your meeting request form, and ensure Active is switched to Yes.

If necessary, select a language from the dropdown and enter a data tag code.


Select Classic Designer under "How do you want to create your meeting request form." Want to create a New Form Designer meeting request? Reference this article instead.
 
Build out your form's lifecycle in the Form Statuses section. Click Add Status, dedicating a line to each status. Specify whether the event associated to the meeting request will be updated when the status changes with the dropdowns in the Update Event column. The appropriate users will update the status of the request as it's processed. Once you've added your statuses, use the reorder column to drag and drop the status into the correct order.
 
User-added image
 
NOTE: Keep it simple. The more statuses you have, the less likely planners will update them.

Select whether comments should be required when a planner changes the status.

Determine if an alert should be sent when a new request is submitted. If Yes, establish whether all of the request's details will be displayed. Customize the message using the HTML Editor.
List everyone who should receive this alert in the Recipients section. To send it to yourself, choose User in the Type dropdown, click the ellipsis (...) in the corresponding Recipient box, and click Select next to your name.
 
User-added image
 
If you're not an account user, choose Email Address instead and enter yours in the corresponding Recipient box. Accidentally add a recipient you don't want? Click the User-added image to the right of their name to remove them.

You can also send alerts to user groups, and custom event fields.


Click Save.

3 Add fields and questions. Five new tabs will appear upon saving. Click the neighboring tab, Fields & Questions.

Confused on whether to make a field or a question? See the summary below for additional guidance.

 
User-added image

To add a field click the User-added image to the right of the field type. When the pop-up appears, check which fields you want to add. Choose whether it's required or optional, and use the dropdown to set choice placement. Don't see the field you want? Customize up to 40 more. Once you're done, click OK.
 
NOTE: If you want to make sure the requester is asked about making the event virtual, ensure you add the "Virtual Event" Event field to the form, and switch "The selected fields are required" to Yes.

To add a question, hover over the options on the left to see examples of what each question type looks like, then choose one by clicking User-added image . When the pop-up appears, enter the question details. Make the question required by switching Required to Yes.
 
Once you're done, click Save.
 
NOTE: Filling out a lengthy form is nobody's idea of a good time. Shorten things up by choosing Single Answer as often as possible.

4 Define the look and feel. Click the neighboring tab, Display Options, then Edit.

Click Change Theme..., then select a template.

 
User-added image
 
NOTE: Don't let the images dictate your decision. Chances are your header will replace them.
 
To add your own header, select  "Use my own image" in the Header section. Click Browse Library.... Double click the folder, then the file. Don't see your image? Open a folder and click Add File to locate the file on your computer or network. Determine the alignment of the image.

Add text beneath the header by typing in the Additional Text box. Click HTML... to access the HTML Editor.

In the General section, choose whether to display question numbers or not and what should happen after the form is submitted.

In the Button Labels section, you can relabel the buttons that appear when the form is added to a Meeting Request Website. If you’re linking directly to the form, then the only button that appears is Submit. 


Once you're done, click Save.
 
5 Limit who can select statuses, if necessary. Click the neighboring tab, Status Visibility, then Edit. To establish which status will be available based on the current status, switch "Limit by current status" to Yes, and check with status can be selected for each. Do the the same if you want to limit statuses by user role and a user's account role.
 
Don't forget to click Save.

6 Establish the security settings. Click the neighboring tab, Advanced Settings, then Edit.

If you will be running reports or adding budgeting to your meeting request form, an event will need to be created (even if you won't be collecting registrations). To automatically create an event upon submitting the request, switch "Automatically create an event" to When a request is submitted. Only choose "When a request enters the following status" when approval is required.


To determine access for requesters without a Cvent login, your options include:
 
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  • Only allow requesters with a login will add a login page to the form. You can add a header and instructions in the fields that appear immediately below.
  • Only allow requesters from the following IP addresses. IP addresses must be formatted in dot-decimal notation (i.e. 127.5.92.1). Separate multiple IP addresses with commas.

If you want to limit who can submit this request within Cvent, select the appropriate option and check the box next to each user or user group that should have access.

Click Save.
 

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