Adding a New Meeting Request Form

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Meeting request forms are customizable online questionnaires that allow you to wave sayonara to the paper trail, better track all the related data, and ultimately improve efficiency. Follow the steps below to create a mobile-friendly site with the form designer, allowing your staff to request a meeting on any device. Creating a Classic meeting request form? Reference this article instead.

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.
 
Under "How do you want to create your meeting request form," select New Form Designer. This will allow you to create a responsive meeting request form that will automatically adjust to the size of the screen it's being viewed on.
Want to create a Classic meeting request form? Reference this article instead.
 
Build out your form's lifecycle in the Form Statuses section. Click Add Status, dedicating a line to each status. Use the dropdowns in the Update Event column to specify whether the event associated to the meeting request will be updated when the status changes. 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 it is that your 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 you want to include all of the request's details. 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 Manage status visibility. Four new tabs will appear upon saving. 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 a user's event or account role.
 
Don't forget to click Save when you're done.

4 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 Only 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, switch "Limit who can access this form via weblink" to one of the following options:
 
  • No
  • 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 next to "Limit who can access this form in the application" and check the box next to each user or user group that should have access.

Click Save.


5 Customize your form. Now that the basic settings are established it's time for you to create your form. Click the left most tab, Details, then Open Form Designer. From here, you can set up how your form will display and which content you'll collect.

When you're done, click Save, then close out of the Form Designer.
 
6 Publish the meeting request form to an Access Portal. Hover over Actions and click Publish to Access Portals. To the right of the portal or public webpage, click Select.
To determine the form's visibility in the portal, determine if all users will have access to the report or if only some users will. If the form is visible to some users, use the "Filter by" dropdown to narrow down the search, then check which users or groups will have access.
 
User-added image
 
To alert users that the report is in the portal, switch "Notify users that they can view this content" to Yes.
 
Click Publish.

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