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Guide G3

Opening registrations with a form From template to the first entry.

Create a registration form from a template, set categories, prices, fields and messages, check payments and emails, then make it public.

ForOrganizer
Reading time20 min

Drivers register on the website through a form. In ERA you create the form from a template, choose its categories with prices and limits, adjust the fields and the welcome message, and open it. The example opens registrations for "Round 1 – Lakeside" of "Kart Cup North".

Before you start

  • The event exists and the categories are active (A new championship).
  • The payment methods of the championship are ticked and their keys set in System › Payment methods (Payment methods).
  • To make this year's form from last year's, do not start from a template: duplicate the old form (A new season).

Create the form

Who: organizer

  1. Open the page. Go to Forms › New form and choose the Championship.
  2. Name it. Write the Name of the form, for example "Round 1 – Lakeside 2027".
  3. Choose the template. Pick a Template: the list on the right shows how many pages and fields each one has, with the notes of the administrator. Templates are kept in Form templates.
  4. Choose the type. Single event for one race, then choose the Event (or leave it for later). Season pass for several races: see Selling a season pass.
  5. Set the closing date. Registrations close: date and time after which the website stops taking entries.
  6. Create it. Press Create the form and choose its categories. The form is created private and opens in the editor.

Categories and prices

In the Base & categories tab of the editor:

  1. Tick the categories. The table lists the active categories of the championship and of the event, with their race number range.
  2. Write price and limit. Write the price in euro for every ticked category (0 if it is free): ERA does not save with a ticked category without a price. Under Limit write the maximum number of entries in that category, or leave it empty: ERA then saves 999, so there is in practice no limit, and the dashboard counts 999 places for that category.
  3. Set the form options. Entry limit (whole form, 0 = none) caps the total. Invitation only accepts only invited drivers (Inviting drivers and teams). Assign race numbers automatically gives each entry, once paid, the next number of its category range (the highest number already given plus one).
  4. Save. Press Save.

A category that already has registrations stays in the form and cannot be unticked. Championship and type cannot be changed once the form has registrations.

Fields and signatures

In the Fields tab every page of the form is listed with its fields, in the order of the website.

  1. Change a field. Open Edit on the row: change the name (label), the help text, Required, Unique, Driver can change it, Hidden, or move it to another page. Press Save field.
  2. Add a field. Under each page, Add a field to this page: choose the type, write the name and the help text, press Add field. Free questions (text, choice between options, yes/no, date, file to upload, choice from a list) can be added as many times as you need; every other type only once per form. A choice from a list uses a list kept in Option lists.
  3. Add the signatures. If you need signed entries, add the fields for the signature of the driver, of the entrant and of the guardian (minors only), drawn on screen, and a statement to tick for the privacy text. The signatures go on the printed entry sheets.
  4. Order the fields. Use the arrows to move a field up or down. Add page adds a page at the end.

Once a field has answers, its name and type stay the same and it cannot be deleted: hide it instead. Fields that ERA and the website look for (email, names, category, race number) are fixed. Details in Form editor.

Messages

In the Messages tab:

  1. Write the welcome message. One text per language, shown at the top of the form. Press Save messages.
  2. Optionally, the invitation emails of this form. For an invitation-only form you can write a driver and a team invitation just for this form. Leave them empty to use the texts of the championship. Press Save invitation emails.

Emails of the championship

Who: organizer with access to the page, or superadmin

Go to System › Email settings and choose the championship:

  • Sender: the address of the automatic emails of the championship.
  • Copy of the entries: addresses that get a copy of each entry, separated by commas.
  • Under Confirmations of the website, the entry confirmation text: it is added to the confirmation email the website sends after a payment.

Press Save the email config. Details in Email settings.

Check and open

  1. Look at it. In the editor press Open on the website: it opens the registration page of the form. Go through the pages and check names, help texts, categories and prices.
  2. Make it public. In Base & categories set Status to Public and press Save.
  3. Share the link. In Forms › Forms the Website link column shows the address of the form, with a button to copy it. If the event's registration button is set to ERA form, the event page of the website opens the open form by itself.

In the forms list the status column says open, private, closed by date (after the closing date) or closed (archived).

Where the entries arrive

  • Forms › Forms counts the Confirmed and To pay registrations of each form.
  • Drivers › Entries lists every entry of the race with payment, licence, transponder and on-track status (Entries).
  • Each entry opens in its entry card, where you correct data, category, race number and payment.