Registration for visitors and participants

We have a project targeting 300 visitors and 25 sponsor , and we would like to create an integrated registration system for both visitors and partners.

When a visitor registers, they will receive an electronic badge, and during the registration process, they can book an appointment with any of the partners at specific times, with each meeting lasting 10 minutes.

Each partner will be able to view the names of the visitors who have booked appointments with them through their own dedicated form, ensuring that the booked time slot becomes unavailable and cannot be reserved by another visitor.

Can a separate submission be created for each partner so that they can know, independently, who has booked with them?

We also created an integration, but we want to work on the point that each submission should independently show who booked with them?

We tested these two links for the trial:

https://form.jotform.com/252234429437054

https://form.jotform.com/252233690774057

Hi ADD_Info,

Thanks for reaching out to Jotform Support. I’ll need a bit of time to look into this. I’ll get back to you as soon as I can.

We appreciate your patience while we work on a solution.

Hi ADD_Info,

You can set up a separate booking form for each partner so that every submission on a partner’s form contains only their appointments. This ensures that each partner has an independent record of the visitors who have booked with them.

During the registration process, when a visitor selects a partner, you can use Conditional Logic combined with a Redirect URL to automatically send them to the corresponding partner’s booking form. This creates a smooth workflow and keeps the booking records organized and partner-specific.

Example Situation:

Main Registration Form: Visitors choose a partner they want to meet.

Partner Forms:

• Partner A Booking Form - https://form.jotform.com/252234429437054
• Partner B Booking Form - https://form.jotform.com/252233690774057

1. Add Partner Selection Field in Main Form. Use a Dropdown or Single Choice field labeled it like: Select the Partner you wish to book an appointment with Options: Partner A, Partner B.

1. n Form Builder, click on Add Element on the left side of the page.
2. In the Form Elements menu, under the Basic tab, scroll down to Dropdown, and drag and drop a Dropdown element to your form.

2. Then, add the Change Thank You Page Condition. Set up a separate condition for each partner to customize the Thank You page based on their specific criteria. Like shown below:

To avoid double booking for the same partner, set up the Appointment Element in each partner’s individual form and configure it to allow only one person per time slot. Once a slot has been reserved, it will automatically be removed from the list of available options, ensuring no overlap in scheduling. Let me show you how to set it up:

1. Open your form in Form Builder, Select the Appointment field, and then click on the gear icon.
2. On the Appointment Properties, go to the Advanced tab.
3. Select Group for the Appointment Type.
4. Look for Maximum Attendees Per Time Slot.

In the screencast above, the maximum number of attendees per time slot is set to 1, once 1 user selects the same time slot, that slot will no longer be available for others to select.

For having independent Submission Records - Because each partner will have their own separate form, the submission table for that form will exclusively contain their individual bookings. You can either grant them direct access to their submission table or generate dedicated reports, allowing them to view their booking information without accessing any other partner’s data.

Visitor Electronic Badge Integration - In the main registration form, you can configure an Autoresponder Email to automatically send visitors their electronic badge after they complete their registration. This badge can be provided as a PDF or a QR code, giving them easy access for event entry. Let me show you how to set that up:

1. In Form Builder, in the orange navigation bar at the top of the page, click on Settings.
2. In the menu on the left side of the page, click on Emails.
3. Now, click on Add Email.
4. Then, select Autoresponder Email, and customize the options the way you want them, and you’re done.

From the trial forms you shared, it looks like you’re testing a shared booking system. To achieve independent records per partner, you’ll need to split that logic into partner-specific forms and connect them with the main registration form through conditional redirects or emails.

Reach out again if you have any other questions.