This article explains how to create public and private booking forms for courses and academies. It provides a step-by-step guide covering everything from creating the form to customising fields and settings, so you can easily collect and manage registrations.
Create a public booking form
If you select Public, the booking form will be visible to everyone in Spond Discover. This is best suited to open events, camps, courses and recruitment where the aim is for more people to find the activity and register.
Before publication, the form is reviewed by a moderator. Once approved, it is published automatically in Spond Discover.
Participants can view the course in Spond Discover and register directly via the booking form.
How to create a public booking form
How to create a public booking form
Navigate to Booking Forms in the side menu.
Click New form in the top-right corner.
Details
Form availability
Make the course publicly available on Spond Discover.
The form will be reviewed by a moderator before it is published on Spond Discover. Once the form has been approved, it is published automatically.
You can limit registration to existing club members by ticking Only existing club members can register.💡 If this box is ticked, only people who are already registered in the club’s member database in Spond Club can complete the registration via the form.
⚠️ NOTE: If the club does not have a Spond Discover profile and wants to make the form public, the club must first create a free Spond Discover profile by clicking the Complete profile button. Read more about Spond Discover here.
Once the profile has been created, you can return to booking forms and create a public booking form.
Form content
Fill in the form content: enter basic information about the course or activity, including the title and description. Upload a cover image that suits the activity, and select the activity type, age group and skill level. This makes it easier for participants to understand who the course is suitable for, and helps ensure the course is clearly presented in the booking form.
Title: A clear and descriptive name for the course.
Description: Information about the course or activity, explaining its purpose and structure.
Cover image: Click the Select or upload button.
💡 Choose a real image that shows the activity or the atmosphere around the course, such as participants taking part in the activity, the venue, or a previous session. Avoid logos, posters and flyers, as authentic images often make a better impression and attract more attention.Activity type, age group and skill level: Use the drop-down menus to select the activity type, age group and skill level for the course or event.
Participation details
Fill in the participation information, including the start date, end date, when registration opens, the registration deadline and location. You can also add relevant additional information, such as whether the activity is available for all skill levels, or whether there are restrictions related to gender or age.
Contact person
Enter the contact information that will be shown in the booking form, so participants can easily get in touch if they have questions. You can also choose which email notifications the contact person should receive, such as a daily overview of new registrations, cancellation notifications, an overview of failed payments, or a notification when the notice period has ended.
Club account
Select which club account the booking fees should be paid into. You must select an account even if the course or event is free. If the account is not listed, click Add new club account. This opens a new tab where you can create the account.
Participation options
In this menu, you set up the options participants can choose from when registering. Each registration must include at least one participation option, and you can add several options if participants should be able to register for multiple options in the same registration. You can also offer optional add-ons, such as late pick-up, equipment or player kit.
Participation options
Participation options are the options participants can register for. Add more options if the course or event has different groups, prices, periods or capacity limits.
Enable subscription
Enable subscription is used when participants should pay over several periods, such as monthly payments for a course or activity. Here, you decide how long the payment should run for, when the first payment should be taken, how payment should be handled for registrations after the course start date, and whether there should be a discount or notice period.
Number of periods – Select how many periods the payment should be split across. This determines how many payments the participant will make in total.
Sign-ups before course starts
First charge – Select the date for the first charge. This is the date on which the first payment will normally be charged for participants who register before the course starts.
Require first charge to be made at registration for people who register before the selected date – Tick this if the first charge should be paid immediately when the participant registers, even if the registration takes place before the first payment date.
💡 If someone registers after the first due date, the first payment is always charged immediately.
Sign-ups after course has started: Should current month be charged upon sign-up?
Here, you choose how the current month should be handled if a participant registers after the course has started.💡 You can only select one of the options.
Only charge current month when there are more than X days of the month remaining – Select this if the participant should only pay for the current month when there are more than a selected number of days left in the month. Enter the number of days in the field next to the option.
Always charge for current month – Select this if the participant should always pay for the current month, regardless of when in the month they register.
Never charge for current month – Select this if the participant should not pay for the current month. The payment will then start from the next payment period.
Make current month optional upon registration – Select this if the participant should be able to choose whether they want to pay for the current month when registering.
Add discount to selected months – Tick Add discount to selected months if you want to reduce the payment for one or more periods. This can, for example, be used during holidays or other periods with reduced activity.
When this option is enabled, an overview of the payment periods is shown. Select the desired discount for each period in the drop-down menu.
Notice period – Select which notice period should apply to the recurring payment.
None – The participant can cancel without a notice period. Future payments are stopped according to the standard cancellation flow.
1 month – The participant must pay for one month after the cancellation has been registered.
Not be possible to cancel – The participant cannot cancel the recurring payment themselves after registration.
💡 Example: If a participant cancels on 15 January and the next payment is on 1 February, a one-month notice period means that the final mandatory payment will be on 1 February. If the notice period is two months, the final two mandatory payments will be on 1 February and 1 March.
Copy participation option
You can copy an existing participation option by clicking the copy button on the right-hand side of the row. The button is shown as an icon with two overlapping squares and a plus sign.
When you click the button, a new participation option is created on the row below. The new option will have the same completed values as the original, such as title, price and number of places. This is useful if you need to create several nearly identical participation options and only need to make small adjustments afterwards.
Delete participation option
You can delete a participation option by clicking the delete button on the far right of the row. The button is shown as an 𝗫 icon.
When you click the button, the relevant participation option is removed from the form.
+ Add option
This button is used to add more participation options to the booking form. When you click the button, you can choose which type of participation option you want to create.Single product – Select this when the participant should register for one specific option with one fixed price. This is suitable, for example, if the course or event only has one option, or if each option should have its own price.
Product with options – Select Product with options when the participant should be able to choose several options within the same participation option. This can, for example, be used if a participant can choose one or more days, sessions, groups or packages.
You can enter the name of each option and specify how many places are available for each one. Under price structure, you set the total price based on how many options the participant selects. For example, you can set one price for 1 option, another price for 2 options and a separate price for 3 options.
You can add more options by clicking Add option.
Add-ons
Add-ons are optional choices participants can add to their registration, such as late pick-up, equipment or player kit. If an add-on only applies to a specific participation option, this should be made clear in the name.
You can also enable recurring payments for an add-on, copy an existing add-on or delete an add-on that should not be used. Click + Add add-on to create more add-ons. These functions work in the same way as under Participation options.
💡 You can read more about recurring payments, copying, deleting and how to add new options in the section about Participation options.
Form fields
In this menu, you choose which information should be collected from participants when they register. Some standard fields are always included in the form, while member fields and additional fields can be customised as needed.
For each field, you can choose whether it should not be shown, whether it should be optional, or whether it should be required. This makes it easier to collect the right information without asking for more than is necessary for the registration.
Form Fields
These fields are always included in the booking form and are collected from everyone who registers. The fields are predefined and cannot be changed here.
This ensures that necessary basic information, such as name, email, phone number and any information about guardians, is always collected as part of the registration.
Member fields
Member fields are only shown to people who are not already registered as members of the club. This makes it possible to collect relevant information if you later want to create a member profile for the person.
For each field, you can choose whether it should not be shown, whether it should be optional, or whether it should be required. Only select the fields that are necessary for the registration or for any later creation of a member profile.
The Manage member fields button takes you to the Member fields menu under Settings. There, you can manage existing member fields or add new member fields and custom member fields.Additional fields
Additional fields are used to collect information that only applies to this registration. The information is not automatically stored on the member’s profile, but can be copied to the member details later if relevant.
Enter the field name and select the field type from the drop-down menu. You can choose between:
Single-line field.
Multi-line field.
Drop-down list.
Multiple options.
Date field.
Then choose whether the field should be optional or required. Click Add additional field to add more fields. To remove a field, click the 𝗫 button on the far right of the row.
Waivers & consents
In this menu, you choose which terms, consents and waivers the participant must respond to before the registration can be completed. You can add the club’s course terms, photo consent and any additional consents that apply to the course.
If you enable the club’s course terms, the participant must accept them before registration can be completed. You can also request photo consent if the club wants to use course-related images in line with the club’s guidelines.
Under additional consents, you can add your own consents or waivers that are relevant to the course. Make sure the text is clear, so the participant understands what they are consenting to before registering.
Club’s course terms
Here, you choose whether the participant must accept the club’s course terms before the registration can be completed. In the drop-down menu, you can select Don't use if course terms should not be part of the registration, or Require consent if the participant must accept the terms before they can register.
💡 If you select Require consent, consent to the club’s course terms becomes mandatory for everyone registering for the course. The club is responsible for the content of the course terms and for ensuring they are suitable for the relevant course. The template is intended only as a starting point and should be adapted to the club’s own needs before use. You can download a course terms template.
Photo consent for this course
Here, you choose whether the participant should be asked to give consent for the club to use course-related images. In the drop-down menu, you can select Don't use if photo consent should not be part of the registration, or Ask for photo consent if the participant should respond to this during registration.
If you select Ask for photo consent, the Website or document URL field is shown. Enter a link to the page or document that explains the club’s use of images.
💡 Make sure the page or document you link to clearly explains why the club is requesting consent, what the images will be used for, and how the participant can withdraw their consent later. The photo consent should also be in line with the club’s own guidelines for image use.
Additional waivers for this course
Here, you can add additional consents or waivers that apply to the course. This can be used if the participant must confirm that they have read and understood important information, such as rules, risks, responsibilities or other terms related to participation.
Enter a name and description – Give the waiver a clear name, and write a description explaining what the participant is consenting to.
Add a link if needed – You can enter a URL to a website or document if you want to link to more information.
💡 If you use a document, it must first be uploaded to a service such as Google Drive or Dropbox, so you can add a shareable link.Select the waiver type – Select the waiver type from the drop-down menu.
You can choose between:Multiple items – where the participant can tick several items.
Single item – where the participant can only choose one option from a drop-down menu.
Enter options – Enter the options in the Options field and separate them with commas.
Choose whether the waiver should be mandatory – Tick Required if the participant must respond to the consent before the registration can be completed.
💡 For Multiple items, this means that all items must be ticked. For Single item, it means that the participant must select one item before the registration can be completed.Add or delete waiver – Click Add waiver if you want to add more waivers. You can delete a waiver by clicking the 𝗫 button on the far right.
Confirm and save
This is the final step before the form is saved. When you click Save, you also confirm that you have read and accept the club’s terms and conditions.
The terms and conditions for clubs link opens the terms that apply to the use of the solution.
Click Previous if you want to go back and make changes to the form before saving.
Create a private booking form
If you select Private, the booking form will only be available to people who have the link. This is best suited to invited participants, closed groups or events where you want more control over who can register.
When the form is private, it is not shown publicly in Spond Discover. Participants can only open the form and register via the link you share with them. You can also limit registration further by allowing registration only for existing club members.
How to create a private booking form
How to create a private booking form
Navigate to Booking Forms in the side menu.
Click New form in the top-right corner.
Details
Availability
If you make the booking form Private, the form is only available to people who have the link. The form is not shown publicly in Spond Discover, and is therefore best suited to events or courses where registration should be limited to invited participants or a specific group.
You can limit registration to existing club members by ticking Only existing club members can register.
💡 If this box is ticked, only people who are already registered in the club’s member database in Spond Club can complete the registration via the form.
Form content
Fill in the form content: enter basic information about the course or activity, including the title and description. This makes it easier for participants to understand what they are registering for, and helps ensure the booking form is clearly presented.
Title: A clear and descriptive name for the course or activity.
Description: Information about the course or activity, such as the purpose, content, practical information and who it is suitable for.
Participation details
Fill in the participation information, including the start date, end date, when registration opens, the registration deadline and location. You can also add relevant additional information, such as whether the activity is available for all skill levels, or whether there are restrictions related to gender or age.
Contact person
Enter the contact information that will be shown in the booking form, so participants can easily get in touch if they have questions. You can also choose which email notifications the contact person should receive, such as a daily overview of new registrations, cancellation notifications, an overview of failed payments, or a notification when the notice period has ended.
Club account
Select which club account the booking fees should be paid into. You must select an account even if the course or event is free. If the account is not listed, click Add new club account. This opens a new tab where you can create the account.
Participation options
In this menu, you set up the options participants can choose from when registering. Each registration must include at least one participation option, and you can add several options if participants should be able to register for multiple options in the same registration. You can also offer optional add-ons, such as late pick-up, equipment or player kit.
Participation options
Participation options are the options participants can register for. Add more options if the course or event has different groups, prices, periods or capacity limits.
Enable subscription
Enable subscription is used when participants should pay over several periods, such as monthly payments for a course or activity. Here, you decide how long the payment should run for, when the first payment should be taken, how payment should be handled for registrations after the course start date, and whether there should be a discount or notice period.
Number of periods – Select how many periods the payment should be split across. This determines how many payments the participant will make in total.
Sign-ups before course starts
First charge – Select the date for the first charge. This is the date on which the first payment will normally be charged for participants who register before the course starts.
Require first charge to be made at registration for people who register before the selected date – Tick this if the first charge should be paid immediately when the participant registers, even if the registration takes place before the first payment date.
💡 If someone registers after the first due date, the first payment is always charged immediately.
Sign-ups after course has started: Should current month be charged upon sign-up?
Here, you choose how the current month should be handled if a participant registers after the course has started.💡 You can only select one of the options.
Only charge current month when there are more than X days of the month remaining – Select this if the participant should only pay for the current month when there are more than a selected number of days left in the month. Enter the number of days in the field next to the option.
Always charge for current month – Select this if the participant should always pay for the current month, regardless of when in the month they register.
Never charge for current month – Select this if the participant should not pay for the current month. The payment will then start from the next payment period.
Make current month optional upon registration – Select this if the participant should be able to choose whether they want to pay for the current month when registering.
Add discount to selected months – Tick Add discount to selected months if you want to reduce the payment for one or more periods. This can, for example, be used during holidays or other periods with reduced activity.
When this option is enabled, an overview of the payment periods is shown. Select the desired discount for each period in the drop-down menu.
Notice period – Select which notice period should apply to the recurring payment.
None – The participant can cancel without a notice period. Future payments are stopped according to the standard cancellation flow.
1 month – The participant must pay for one month after the cancellation has been registered.
Not be possible to cancel – The participant cannot cancel the recurring payment themselves after registration.
💡 Example: If a participant cancels on 15 January and the next payment is on 1 February, a one-month notice period means that the final mandatory payment will be on 1 February. If the notice period is two months, the final two mandatory payments will be on 1 February and 1 March.
Copy participation option
You can copy an existing participation option by clicking the copy button on the right-hand side of the row. The button is shown as an icon with two overlapping squares and a plus sign.
When you click the button, a new participation option is created on the row below. The new option will have the same completed values as the original, such as title, price and number of places. This is useful if you need to create several nearly identical participation options and only need to make small adjustments afterwards.
Delete participation option
You can delete a participation option by clicking the delete button on the far right of the row. The button is shown as an 𝗫 icon.
When you click the button, the relevant participation option is removed from the form.
+ Add option
This button is used to add more participation options to the booking form. When you click the button, you can choose which type of participation option you want to create.Single product – Select this when the participant should register for one specific option with one fixed price. This is suitable, for example, if the course or event only has one option, or if each option should have its own price.
Product with options – Select Product with options when the participant should be able to choose several options within the same participation option. This can, for example, be used if a participant can choose one or more days, sessions, groups or packages.
You can enter the name of each option and specify how many places are available for each one. Under price structure, you set the total price based on how many options the participant selects. For example, you can set one price for 1 option, another price for 2 options and a separate price for 3 options.
You can add more options by clicking Add option.
Add-ons
Add-ons are optional choices participants can add to their registration, such as late pick-up, equipment or player kit. If an add-on only applies to a specific participation option, this should be made clear in the name.
You can also enable recurring payments for an add-on, copy an existing add-on or delete an add-on that should not be used. Click + Add add-on to create more add-ons. These functions work in the same way as under Participation options.
💡 You can read more about recurring payments, copying, deleting and how to add new options in the section about Participation options.
Form fields
In this menu, you choose which information should be collected from participants when they register. Some standard fields are always included in the form, while member fields and additional fields can be customised as needed.
For each field, you can choose whether it should not be shown, whether it should be optional, or whether it should be required. This makes it easier to collect the right information without asking for more than is necessary for the registration.
Form Fields
These fields are always included in the booking form and are collected from everyone who registers. The fields are predefined and cannot be changed here.
This ensures that necessary basic information, such as name, email, phone number and any information about guardians, is always collected as part of the registration.
Member fields
Member fields are only shown to people who are not already registered as members of the club. This makes it possible to collect relevant information if you later want to create a member profile for the person.
For each field, you can choose whether it should not be shown, whether it should be optional, or whether it should be required. Only select the fields that are necessary for the registration or for any later creation of a member profile.
The Manage member fields button takes you to the Member fields menu under Settings. There, you can manage existing member fields or add new member fields and custom member fields.Additional fields
Additional fields are used to collect information that only applies to this registration. The information is not automatically stored on the member’s profile, but can be copied to the member details later if relevant.
Enter the field name and select the field type from the drop-down menu. You can choose between:
Single-line field.
Multi-line field.
Drop-down list.
Multiple options.
Date field.
Then choose whether the field should be optional or required. Click Add additional field to add more fields. To remove a field, click the 𝗫 button on the far right of the row.
Waivers & consents
In this menu, you choose which terms, consents and waivers the participant must respond to before the registration can be completed. You can add the club’s course terms, photo consent and any additional consents that apply to the course.
If you enable the club’s course terms, the participant must accept them before registration can be completed. You can also request photo consent if the club wants to use course-related images in line with the club’s guidelines.
Under additional consents, you can add your own consents or waivers that are relevant to the course. Make sure the text is clear, so the participant understands what they are consenting to before registering.
Club’s course terms
Here, you choose whether the participant must accept the club’s course terms before the registration can be completed. In the drop-down menu, you can select Don't use if course terms should not be part of the registration, or Require consent if the participant must accept the terms before they can register.
💡 If you select Require consent, consent to the club’s course terms becomes mandatory for everyone registering for the course. The club is responsible for the content of the course terms and for ensuring they are suitable for the relevant course. The template is intended only as a starting point and should be adapted to the club’s own needs before use. You can download a course terms template.
Photo consent for this course
Here, you choose whether the participant should be asked to give consent for the club to use course-related images. In the drop-down menu, you can select Don't use if photo consent should not be part of the registration, or Ask for photo consent if the participant should respond to this during registration.
If you select Ask for photo consent, the Website or document URL field is shown. Enter a link to the page or document that explains the club’s use of images.
💡 Make sure the page or document you link to clearly explains why the club is requesting consent, what the images will be used for, and how the participant can withdraw their consent later. The photo consent should also be in line with the club’s own guidelines for image use.
Additional waivers for this course
Here, you can add additional consents or waivers that apply to the course. This can be used if the participant must confirm that they have read and understood important information, such as rules, risks, responsibilities or other terms related to participation.
Enter a name and description – Give the waiver a clear name, and write a description explaining what the participant is consenting to.
Add a link if needed – You can enter a URL to a website or document if you want to link to more information.
💡 If you use a document, it must first be uploaded to a service such as Google Drive or Dropbox, so you can add a shareable link.Select the waiver type – Select the waiver type from the drop-down menu.
You can choose between:Multiple items – where the participant can tick several items.
Single item – where the participant can only choose one option from a drop-down menu.
Enter options – Enter the options in the Options field and separate them with commas.
Choose whether the waiver should be mandatory – Tick Required if the participant must respond to the consent before the registration can be completed.
💡 For Multiple items, this means that all items must be ticked. For Single item, it means that the participant must select one item before the registration can be completed.Add or delete waiver – Click Add waiver if you want to add more waivers. You can delete a waiver by clicking the 𝗫 button on the far right.
Confirm and save
This is the final step before the form is saved. When you click Save, you also confirm that you have read and accept the club’s terms and conditions.
The terms and conditions for clubs link opens the terms that apply to the use of the solution.
Click Previous if you want to go back and make changes to the form before saving.
Frequently Asked Questions
Is there a waiting list in the registration form?
Is there a waiting list in the registration form?
No, there is no built-in waiting list in the booking form. When a product has reached the maximum number of slots, it is no longer possible to register.
If you would like to manage a waiting list, you can use the following solution:
Create a new participation option in the booking form.
Give the product a clear name, for example “Waiting list”.
Do not set any slot limit for this participation option.
This ensures that the waiting list participation option is always available for registration, even if the main product is full. You can choose whether the waiting list product should be free of charge or have a price.
Please note that this is not an automatic waiting list. You must manually manage who is offered a slot if one becomes available.
Can I customise the information collected in the booking form?
Can I customise the information collected in the booking form?
Yes, you can manage the form fields to capture specific information, such as dietary restrictions, skill level, or any other details relevant to the course.
How do I ensure booking fees are processed correctly?
How do I ensure booking fees are processed correctly?
During form setup, you must select a club account where registration fees will be deposited. Even if the course is free, this step is required for proper tracking.
Can I choose who pays the transaction fee in a registration form?
Can I choose who pays the transaction fee in a registration form?
No. When you take payments through a registration form, the transaction fee is always included in the amount paid by the participant. This cannot be changed by an administrator.
Can I limit who can access the booking form?
Can I limit who can access the booking form?
Yes, you can choose to make the form publicly available (visible to everyone on Spond Discover) or private (accessible only via a shared link).
What happens if someone has questions about the course?
What happens if someone has questions about the course?
You can assign a contact person whose details will appear on the booking form. This allows participants to reach out with any questions or concerns.
Can I set a deadline for booking forms?
Can I set a deadline for booking forms?
Yes, you can establish a registration deadline during the setup process, ensuring that sign-ups are only allowed within the specified timeframe.