Registration FAQ: Setup and Configuration

October 22, 2026 | 12 min read

About This FAQ

Short answers to the questions organizers ask most often when setting up registration in Eventact. Each answer links to the guide that covers the topic in full. For the terms used throughout - company and project level, contacts, forms, and roles - start with Eventact Primer: Core Concepts and Features.

• Getting started and project setup
• Registration forms and links
• Login and identification
• Event App, website, and domains
• Data and security
• Quick fixes

Getting Started and Project Setup

How is the Eventact back office organized?

In two levels. The company level holds what you share across events: the contact database, payment gateways, privacy policies, back office users and permissions, and cross-event reports - and it is where you create new projects. The project level is one event, with its own Registration, Abstracts, Website, and Event App modules. See Eventact Back Office Structure.

What is the difference between a contact and a participant?

A contact is one person in your account, with identity data such as name and email that stays with them across all your events. When the contact joins an event, a participant record is created for that event and holds event-wide data such as their role. Registration details, abstracts, and Event App activity sit below that, per module. See Contacts in Eventact.

Can one event have several registration forms?

Yes. A project can have several registration forms, and everyone who registers lands in the same participant list. One form with conditions works when the paths differ only a little. When a group's registration differs substantially - for example speakers, who need other fields, prices, and confirmation - create a separate form and send its link only to that group. A separate form for tours or excursions also lets you promote them by email closer to the event. See Forms.

Does a registration form need a default role?

No, it's optional. A registrant's roles come from the form's default role, if one is set, plus any role granted by the ticket they order. Use a default role on dedicated forms, such as a speaker or exhibitor form. Roles can also be added manually from the participant record or in bulk. See How Roles Are Assigned.

What should I update after changing the event dates or copying a form to a new edition?

Changing the event date doesn't move the other dates, and Eventact doesn't prompt you to update them. Check:

• the form's closing date - if it isn't updated, the form closes at the old date
• price plan dates, such as the early bird and late registration cutoffs
• the promotion codes' Valid From and Valid Until dates
• program dates, and dates mentioned in the form texts, the cancellation policy, and messages

Update each form separately - changing dates or prices on the website doesn't update the forms. See Eventact Promotion Codes for the code validity dates.

What happens if I delete a form that has registrations?

The registrations are deleted with it. Before deleting, Eventact shows how many submitted and incomplete registrations the form holds and asks you to confirm. To stop new registrations but keep the data, close the form instead of deleting it.

Registration Forms and Links

Which registration link should I share?

Always the link from the Share registration link dialog: click Share link on the form, choose the language, and copy the URL. Use the same link for publishing and for testing, so you test the form from its start. Never copy a URL from the browser's address bar during or after a registration - it can be tied to a login session and fail, or to the account of the person who registered, so everyone who uses it overwrites the same details. See Getting the Registration Link.

How do I see where registrations came from?

Create a separate link per source. In the Share registration link dialog, select a Channel - the link is tagged with that marketing channel, so registrations from it can be told apart. Use a different channel for each campaign or source. For campaign attribution in analytics tools, you can also add standard UTM parameters. See Getting the Registration Link.

Can a link open the form with a ticket already selected?

Yes. In the Share registration link dialog, use Pre-select a ticket, accommodation or other item to choose an order field and an item; create one link per item. You can also pre-fill other fields, such as a promotion code or a partner code, by adding &d=[Field ID],[Value] to the link. See Common Use Cases.

How do I put the registration form on my own website?

The simplest and most reliable way is a link or button on your site that opens the form. To embed the form in a page, use the Embed code tab in the Share registration link dialog rather than writing your own iframe. Forms embedded in iframes can have problems on iPhones, so if you embed, also add a link that opens the form in a new window. See Getting the Registration Link.

How do I set the image shown when the link is shared on social media or WhatsApp?

Upload it in Design > Social Networks, as the preview image for social network share (1200 × 630 px). Social networks cache previews, so if an old or broken preview still appears, run the link through Facebook's Sharing Debugger and click Scrape Again. See SEO: How Search Engines Understand Your Site.

Can I add Google Tag Manager or Google Analytics to registration forms?

Yes. Tracking tools connected in Design > SEO - Google Tag Manager, Google Analytics, Meta pixel, LinkedIn, Marketo, or custom code - apply to the website, registration forms, abstracts, and the Event App together. To check that a tag works, open the form and look for it with Google's Tag Assistant, and double-check the IDs you entered. See Integrating Tags into Eventact System.

How can I reduce incomplete registrations?

Keep the first page light. Split long forms into several pages, and move photo uploads, hotel selection, and other demanding questions to later pages - this works better on phones and lets you see partial registrations. Avoid embedding the form in an iframe. Call a few people who abandoned to learn what stopped them, and check that the incomplete records aren't your own team's tests. Incomplete registrations stay in the back office, so you can follow up by email. See Registration Status.

Login and Identification

How does Eventact recognize a returning registrant?

By email, by default. When someone starts a form, Eventact asks for their email and checks for an existing contact. If one is found, a verification code (OTP) is sent by email or SMS; once verified, the person continues and the details you already hold are filled in. New people skip that step. Some organizers identify registrants by phone number, member ID, or employee ID instead. Login and OTP settings are in Contacts > Login Options. See Contacts in Eventact.

Should a form require sign-in?

Usually, yes. With Require sign-in, registrants enter their email in a login step before the form, so their registration links to their existing contact and no email field is needed in the form. Without it (Skip Login), people fill in the form directly and the submission isn't matched to an existing contact or pre-filled - useful for anonymous surveys or simple information collection. A form that skips login must have an email field on its first page. See Contact Management.

How can registrants come back and change their registration?

Check Require sign-in in the form's Login Options, and under Advanced sign-in options check Allow registrants to sign in again and change their registration. A returning registrant then enters their email, receives a verification code, and continues to their registration. Edits made by the registrant set the Changed status, so you can review them. Registrants who leave the form idle for 20 minutes are logged out and can sign in again to continue. See Registration Status Flags.

How can I limit registration to people on my own list?

Import the list into your contacts and turn off the Allow New Contacts setting. The login screen then acts as a gatekeeper: only people preloaded into your contact database can proceed. Other options, alone or combined, are a promotion code required to register, a member ID field the form validates, or publishing the link only to the audience, for example in a members area. See Contacts in Eventact and Importing Contact Data.

How do I send each invitee a personal registration link?

Use a dynamic field in your invitation message rather than the general link from the Share registration link dialog. Import or filter the people you want to invite, then send them a message with the RSVP dynamic field {Registration.Accept Decline Link}, or with the Invitation field to invite past registrants to a new event. Each recipient gets their own link, and their known details don't need to be typed again. See Invite Past Attendees to a New Event.

What happens when several people register with the same email address?

They are all connected to the same contact. Each new registration updates that contact's personal details, so every registration ends up showing the last name entered, and the earlier details are hard to recover. This often happens when an assistant registers several colleagues with their own address. Ask each person to register with their own email. The form option Prevent duplicate registration of the same person with the same login details stops one person from registering twice by mistake, but it still lets a registrant register a new person under the same email.

Are registration forms protected against bots?

Yes. Google reCAPTCHA Enterprise can protect the sign-in step. It is set at company level, and new companies start with it off. It doesn't ask registrants to solve a puzzle; a CAPTCHA badge appears at the bottom of the screen. See User Authentication & Protection.

Event App, Website, and Domains

Who can log in to the Event App?

Access depends on the person's role, not on whether they registered. In Event App > Settings > Role-Based Access, Login is set for three groups: Participants, Speakers, and Exhibitors/Sponsors. If someone can't log in, check that they have a role in one of these groups and that Login is enabled for it. A person whose only role is Press can't log in until you add another role, such as Participant. See Event App Access by Role.

Can my event website and Event App use my own domain?

Yes. Point a CNAME record for your domain or subdomain to Eventact and enter it in Eventact. For websites, the recommended option is one shared subdomain, such as events.yourdomain.com, set up once for all your event websites. For the Event App, point a subdomain such as app.yourdomain.com to Eventact and add it in the company-level Advanced Options. See Custom Domain for Websites and Custom Domain for Event Apps.

Can registration emails come from my own domain?

Yes. Enter the sender address in the project's Email and Phone settings and click Test - Eventact checks your domain and gives you the SPF record to add. Your domain also needs DKIM and DMARC records so emails reach the inbox. If you don't want to set up your own domain, you can send from an Eventact address. See Custom Domain for Emails.

Why did a speaker's registration change when I edited the program?

Editing a speaker's name in the program updates the speaker's contact, so if that speaker is also registered, the registration changes too. Correcting a misspelled name is fine. To replace one speaker with another, remove the speaker and add the new one - don't rename. See One Participant Record, Every Module.

Data and Security

Can I delete registrants and contacts, including ones who paid?

Yes. You are the data owner (the Data Controller under GDPR), and Eventact provides the tools to view and delete the data you collect - including registrations with payments and receipts. Deletion can't be undone. Handle a person's request to erase their data the same way: find their registration and delete it. When old contact data is cleaned up, anyone who has ever registered to an event is kept; only contacts that never registered are candidates for deletion. See End User Data Protection.

Which registrant data is encrypted?

Sensitive data such as passwords and credit card numbers is stored encrypted, and all traffic uses HTTPS. Other fields, including custom fields such as an employee number, aren't encrypted. If you receive encrypted values to import, decrypt them before importing. See Server Protection.

How can I reduce the risk of a data leak?

• Delete credit card details once they are charged - see Manage Payments per Registration.
• Give each back office user only the roles and events they need, and keep Security Admins few - see Roles and Permissions.
• Review the login history in Users > ⋮ > Logins - see Monitoring and Auditing.
• Don't share passwords, and don't log in from computers that aren't yours.
• Delete old events and data you no longer need, and keep a secure copy of the registrants report.

Can I block registrations from certain countries?

Yes, through the credit card security options. Registrations from Blocklisted Countries are declined automatically, and registrations from Watchlisted Countries can wait for manual review before the card is charged. Set them at company level in Payments > Payment Methods > Credit Cards. See How to Set Up Eventact Credit Card Security Options.

Someone emailed offering to sell our attendee list. Was our data leaked?

Almost certainly not. These are mass scam emails sent to many events, and such lists usually don't exist. If you want to check, ask for a sample and its source - in past checks the sample didn't match the registrations. Public information such as speaker and exhibitor lists is the most likely source.

Quick Fixes

A registration form opens as a blank page.

Check the custom tracking code in Design > SEO. Code entered there is added to the website and the registration forms, and invalid code - for example an HTML comment that is never closed - can hide the whole form. Fix or remove the code. See SEO: How Search Engines Understand Your Site.

Registrants say the form is closed, but the event hasn't happened yet.

The form's closing date is a separate setting from the event date. If the event was postponed, the form still closes at the old date. Update or remove the closing date in the form's settings, and check the other dates listed above under changing the event dates.

A registration link shows "Bad Request", or registrants overwrite each other's details.

The link was copied from a browser's address bar, so it is tied to a login session or to one person's account. Replace it everywhere with the URL from the Share registration link dialog. See Getting the Registration Link.

The website's registration button leads nowhere or to an old form.

In the website editor, open the Registration section's settings and select the current form explicitly - even when the event has only one form. Also look for a Featured Link that still points to an old form - for example last year's event. Update it to the current form's link. See Predefined Sections.

A registrant is blocked by a security message.

The CAPTCHA check found something suspicious in their network, which happens to very few registrants. Ask them to try from another computer or network. If it keeps happening, send Eventact Support the specific cases, so they can look for a common pattern and, with your approval, lift the block for that person.

The record count includes many people who didn't register.

Imported invitation lists create records with the Potential status, and the list can also include people added from Excel or as speakers or exhibitors. To count real registrations, filter by status. Incomplete, Rejected, and Canceled registrations aren't counted as valid. See Registration Status Flags.

Still stuck? Contact Eventact Support. Read more about Eventact Event Registration