The registration journey can be configured to allow participants to either save their form as a draft (keeping them in the Registration Pending stage) or fully submit it (moving them to the Registered stage). This gives participants flexibility while ensuring accurate tracking of registration progress.
Overview of the participant journey in the workflow builder
Option as seen by the participant on the web form
Information showed on the confirmation page, when the participant selects "Save as draft". A confirmation email with similar content and a button to return to the form is also sent.
Steps to configuring the Save as draft system
1. Create a custom field for logic control
- Add a Select field named "Register now?" with two values:
- Save as draft
- Register now
- The value selected by the participant will determine whether it remains in Registration Pending or moves to Registered.
2. Add the field "Register now?" to the web registration form
- Add the "Register now?" field to the form, usually just above the submit button.
- Add a dependency to ensure it is not visible if the participant is already registered (since a registered participant doesn’t need the save as draft option). You can also use this dependency to display different content, depending on the selected option.
3. Adjust the web confirmation page
- Rename the confirmation page with a generic title such as "Form Submitted" instead of "Registration Confirmed." This is because the page's content displayed will vary, depending on the option selected.
- Apply dependencies to relevant text sections so the page dynamically displays either:
- "Form saved as draft"
- "Registration confirmed"
- This ensures the correct message appears based on the participant’s selected option.
4. Create two confirmation emails
- "Registration saved as draft" & "Registration confirmed". The relevant email will be sent depending on the option selected by the participant.
- In the email "Registration saved as draft", make sure to include a button "Event page" or "Registration link" for the participant to be able to return to the form.
4. Modify the workflow using a splitter block
- In the Workflows Builder, introduce a Splitter block between the Registration and Registered blocks.
- This block will direct participants to either remain in Registration Pending or proceed to Registered, based on their selection in the Register now? field.
5. Define the logic for each path
- Link the topmost arrow of the Splitter block to the Registered block.
- Link the underneath arrow back to the Registration block.
- Click on the Splitter block and set up the logic for each arrow, ensuring the correct path is taken based on the participant's selection.
6. Configure the sending of the relevant confirmation email
- Open the Registration block and ensure the "Thank you email" field is empty. This is because we will use the custom process builder to send the relevant email instead.
- Click "After Registration Actions" to access the custom process builder. We use it to define a custom process that will run once the participant clicks on submit, in the form.
- Set up two conditional filters, similar to the Splitter block logic:
- If Save as draft is selected → Send "Form Saved as Draft" email.
- If Register now is selected → Send "Registration Confirmed" email.
You can now test the setup to ensure that everything works.