Why use a sub-form?
This is particularly useful in the following cases:
an exhibitor registers their colleagues,
a group leader registers several visitors,
a team leader registers their companions.
This is then called a parent-child relationship: the parent, during or after their registration, can register one or more companions according to your event's rules.
Prerequisites
To set up companion registration, you must have:
two distinct categories :
one for the primary participant (e.g.: Exhibitor),
one for the companion (e.g.: Exhibitor colleague).
two different forms :
a main form,
a sub-form associated with the companion category.
⚠️ The two categories cannot share the same form. Additionally, the platform only supports Parent-Child relationships; it does not support companions of companions.
💡 A primary participant can have multiple types of companions; in that case you must create multiple categories and forms to cover the different scenarios.
Add a sub-form to the main form
In the primary participant's form :
Click Add an element, then select Sub-form.
Choose the "child" category to associate (linked to the companion category).
Set the following parameters :
Minimum and maximum number of companions (default or according to your rules),
Number of pre-opened forms (for example: 2 forms visible when opened),
Allow deletion of companions before submission.
Copying information from the primary participant to the companion to avoid re-entering similar information.
Once the primary participant's registration is confirmed, they will be able to enter the companions' data via the integrated sub-form.
Prefilling forms
To improve the user experience, you can automatically prefill certain information in the sub-form from the main form.
Use cases :
Carry over information shared between an exhibitor and their colleague (e.g.: company, industry sector),
Transmit an invisible value via a hidden field
Save time and avoid data entry errors.
Enable data copying:
In the sub-form configuration, click Manage information copying.
Enable the prefilling option.
Map the fields of the main form to those of the sub-form.
Click Validate.
💡 Only relevant fields should be mapped. There's no need to copy all fields; focus on shared or technical information.
Recommended information for companions
Even though the companion form is often simpler, it is recommended to include at least:
first name and last name,
email address (essential for badge delivery or communications),
optionally company or job title if useful for your CRM logic or segmentation.
Best practices
Provide clear labels in both forms,
Inform participants that they will need to enter information for their companions,
If necessary, limit the number of allowed companions via a rule or quota,
Use hidden fields to better structure your data (e.g.: company ID, internal segment…).