Setting up a registration form for your course or academy in Spond Club ensures you can efficiently manage sign-ups, payments, and communication. This guide will walk you through the process of creating a form, customising fields, and setting up the details for your course or academy, allowing you to streamline the entire registration process.
How to create a booking form
Navigate to Booking Forms:
In the Spond Club menu, select Booking Forms to access the area where you can create and manage forms.Create a New Form:
Click New Form in the top right corner to begin creating your registration form.Form availability:
The form can either be made publicly accessible via the course list or shared only through a link. If the form is set to “Unavailable”, it will not be accessible to anyone, including those who have previously received an invitation.Choose whether the form should be available for external registrations.
Enter Basic Information:
Provide key details about the booking form, including:Title: A clear and descriptive name for the course.
Description: Information about the course or activity, explaining its purpose and structure.
Dates: Set the start and end dates for the course. You can also establish a registration deadline, ensuring that sign-ups are only possible within the specified timeframe.
Set the Contact Person:
Assign a contact person for the form. Their information will be displayed on the registration form, allowing potential participants to reach out with any questions.Select a Club Account:
Choose the account where registration fees will be deposited. This step is required even if the course is free, to ensure proper tracking of registrations.
Products
When setting up a registration form for a course or academy, you may want to offer additional products or services that participants can purchase during the registration process. These could include:
Merchandise: Items like T-shirts, jerseys, or equipment that are relevant to the course.
Additional Services: Options such as personal coaching sessions, equipment rentals, or extra training materials.
Event Add-Ons: Optional activities or events related to the course, like workshops or social gatherings.
You can define these products within the form so participants can choose them as part of their registration. You can also set product prices, quantities, and whether these items are required or optional for participants.
External Registrations
This feature allows you to manage registrations from external sources, such as participants signing up via third-party platforms or outside of Spond Club. By integrating external registrations, you can:
Ensure All Participants Are Accounted For: No matter where participants sign up, all registrations can be centrally managed in Spond Club.
Synchronise Information: External registrations will be merged with the main registration list, ensuring a single, up-to-date overview of all attendees.
Track Payments and Participation: You can still track payments and participation for those registering externally, ensuring consistency across all registration platforms.
Form Fields
Additional Fields
Customising form fields is crucial for collecting the right information from participants. Spond Club allows you to tailor the booking form by adding additional fields to gather the details you need.
Select the field name, the type of field (single line, multi-line, dropdown, checkboxes or date field), and whether the field should be mandatory or optional.
⚠️ NOTE! These fields exist only as part of the actual sign up and will not be stored on the member itself. Whenever you process each sign up, you may choose to copy over any information to the member fields if you wish.
Terms and conditions
Club's course terms:
Choose whether you want to request approval of the club’s course terms. If desired, you can use our course terms template by clicking the text "Download course terms template here". You can also include a link to the document or webpage that explains the terms.
Photo consent for this course:
Choose whether to request consent for the club to use course-related photos of the member in accordance with the club’s guidelines. Make sure that the webpage you link to clearly explains why the consent is being requested, how the photos will be used, and how the member can withdraw their consent.
Additional waivers
Use this function to add additional waivers related to the course. Give each field a clear title and indicate which ones are mandatory. This function is especially useful when the club organises courses or activities that involve physical risk, such as sports courses, swimming or martial arts. It allows the club to inform participants about relevant risks and lets them consent to participate at their own risk, so the club is not held liable for any injuries.
For trips or training camps, similar consent can be obtained for aspects such as health, transport, and rules during the stay. These terms and waivers help participants understand the risks that may be involved and are an important step in protecting the club and promoting a safe environment.
Choose a name for your custom waiver or consent
Write a description explaining what the waiver or consent covers
Add a website or document URL
💡 TIP: You can link to a document (e.g. PDF or Word) instead of a website. Simply upload your file to a service like Google Drive or Dropbox and use the shareable link.
Select the response type for the waiver:
Multiple items (checkboxes) — Members can select multiple options
Single item (dropdown menu) — Only one option can be selected
💡 Under the Options field, you can choose whether the selections should be mandatory. To do this, tick the box to the right of the text Required. Leave the box unticked if participants should be able to choose freely between the available options.
Enter the answer option(s). You can add multiple options by separating each one with a comma.
If you want to add more waivers, click + Add waiver.
Frequently Asked Questions
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 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, accessible only via a shared link, or set it to Not Available, which will prevent access to everyone, including those who have received an invitation.
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 registration 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.