Event Management

Registration Form Fields

Understand all available registration form fields and how they work. Vihaya's registration form is automatically configured based on your event settings, with fields appearing dynamically based on enabled features.

Form Overview

The registration form in Vihaya is a smart, multi-step form that adapts based on your event configuration. It includes standard fields that are always present, plus optional fields that appear when specific features are enabled.

Note: The form automatically saves user information from previous registrations to speed up future registrations. Users can also use quick-fill options for common colleges and departments.

Standard Fields (Always Present)

These fields appear in every registration form:

Full Name

Required text field for the attendee's full name.

Validation: Cannot be empty

Email Address

Required email field with automatic validation.

Validation: Must be a valid email format (contains @ and .)

Phone Number

Required phone field with 10-digit validation.

Validation: Must be exactly 10 digits

College Name

Required text field for the attendee's college or institution.

Validation: Cannot be empty

Department

Required text field for the attendee's department or branch.

Validation: Cannot be empty

Year of Study

Required dropdown field with predefined options.

Options: 1st Year, 2nd Year, 3rd Year, 4th Year, 5th Year

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Conditional Fields (Appear Based on Settings)

These fields appear automatically when you enable specific features in your event settings:

Special Pricing Category

When enabled: Special Pricing feature in event settings

A dropdown field that allows users to select their pricing category (e.g., "IEEE Member", "Non-IEEE Member", "Student", "Professional").

Example Options: IEEE Member (₹0), Non-IEEE Member (₹299), Student (₹199)

IEEE ID

When enabled: Special Pricing is enabled AND user selects "IEEE Member" category

Required text field for IEEE membership ID when the user selects the IEEE Member pricing category.

Validation: Required if IEEE Member category is selected

Referral ID

When enabled: Referral System feature in event settings

Optional text field where users can enter a referral ID if they were referred by someone.

WhatsApp Group

When enabled: WhatsApp Group feature in event settings

Displays the WhatsApp group link and allows users to confirm if they've joined. The link is clickable and opens in the WhatsApp app.

Accommodation

When enabled: Accommodation feature in event settings

A Yes/No selection field asking if the user needs accommodation. If "Yes" is selected, the accommodation price is added to the total.

Food Coupon

When enabled: Food Coupons feature in event settings

A Yes/No selection field asking if the user wants a food coupon. If "Yes" is selected, the food coupon price is added to the total and a unique QR code is generated.

Discount Coupon

When available: Coupons are configured for the event

A text field where users can enter a discount coupon code. The system validates the coupon and applies the discount if valid.

Team Registration Fields

When an event is configured as a team event, additional fields appear for team registration:

Team Name

Required text field for the team's name. This helps identify the team during the event.

Team Members

For each team member (minimum to maximum team size), the following fields are required:

Full Name
Email Address
Phone Number
College Name
Department
Year of Study

The form dynamically adds/removes team member fields based on the min/max team size configured in event settings.

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Form Features

The registration form includes several helpful features:

Auto-Fill from Previous Registrations

The form automatically fills in name, email, phone, college, department, and year from the user's last registration to speed up the process.

Quick Fill Options

Users can quickly select common colleges and departments from a dropdown list instead of typing.

Progress Indicator

A progress bar shows how many fields have been completed, helping users understand how much is left.

Multi-Step Form

The form is divided into steps: Personal Details and Payment/Review, making it less overwhelming.

Real-Time Validation

Fields are validated as users type, providing immediate feedback on errors.

Price Calculation

The total price is calculated in real-time as users select options, showing base price + food coupon + accommodation - discount.

Form Templates

While Vihaya doesn't use traditional "templates," the form automatically adapts based on your event configuration. Here are common form configurations:

Basic Free Event

Standard fields only:

Name, Email, Phone
College, Department, Year
No payment required

Paid Event with Special Pricing

Includes pricing selection:

All standard fields
Special Pricing Category dropdown
IEEE ID (if IEEE Member selected)
Payment processing

Event with Food & Accommodation

Includes additional options:

All standard fields
Food Coupon selection
Accommodation selection
WhatsApp Group link
Payment processing

Team Event

Includes team registration:

Team Name
Team Member fields (min to max team size)
All standard fields for each member
Payment processing for the team

Field Types Used

The registration form uses the following field types:

Text Input

For name, email, phone, college, department, IDs

Email Input

Specialized text field with email validation

Phone Input

Specialized text field with 10-digit validation

Dropdown

For year selection, pricing categories

Yes/No Selection

For accommodation, food coupon, WhatsApp group

Link Display

For WhatsApp group links (clickable)

Best Practices

Enable only the fields you actually need to avoid overwhelming users
Use special pricing categories for membership-based discounts
Enable WhatsApp groups for better event communication
Consider food coupons for events with meals to streamline verification
Test your form configuration before publishing the event
Use clear pricing category names that users will understand