Registration by Invitation: Control Access by Email Address or Access Codes
You can limit who can register by using the Registration only by invitation option in the Advanced section of a form.
Registration by Invitation using Email Address:
From the Create New Form or Edit Form screen, click on the Advanced tab and go to the Access Control section.
Click Registration only by invitation?
Choose How many times can each invitee register? and choose “email list” under Restrict How?
In the Invitees box, list all the email addresses for the members that you invite to this form.
Note: You will need to send the form link to those members using your own email client or by posting the link. The system will not automatically email this link to those on the invite list.
Registering with a email: When anyone tries to access that form, they will be asked to enter their email address. If their address matches the email stored in this list, they will be able to continue to register. If their email does not match, they will get a message that the form is restricted.
Registration by Invitation using Access Codes
From the Create New Form or Edit Form screen, click on the Advanced tab and go to the Access Control section.
Click Registration only by invitation?
Choose How many times can each invitee register? and choose “access code” under Restrict How? Then choose whether the code can be used once or multiple times. NOTE: If “How many times can each invitee register?” is set to only once, each registrant must supply a unique access code to access the form. If set to as many as they like, the access code can be used an unlimited number of times across multiple registrants.
List all the access codes that will be available for this form. If “only once” is selected, you will need to list all the codes available for each of your registrants. If “as many as they like” is selected, you may only enter one code to all all registrants with that code. You can still enter multiple codes, but each code can be used many times. You could give out different codes to different groups, which would allow you to track how the codes are used for marketing purposes.
Registering with an Access Code:
When anyone tries to access that form, they will be asked to enter an access code. They will enter a code and click Validate. If the code is valid, they will be able to continue the form registration. If they enter an invalid code, they will get a message that the form is restricted. The user also can add additional registrants (add another registrant) which will prompt them for an access code for each new registrant. Note: If the “only once” option was selected, they would need a different code for each additional registrant added on that form. Otherwise, they will be able to use the same code. See step 3 above under “How many times can each invitee register?”.
Reporting - How to view which access codes were used
This feature does not offer traditional reporting via the Reporting tab, but is present in the Export to Excel function found at the bottom of the reporting screen.
From the Reporting screen, click on the “select forms” button and click the plus icon on the form(s) you wish to report on and click OK.
Next click the “Update registrant search” and the grid below will populate with the registrant information. for the form(s) selected. Scroll down do the very bottom and click “Export to Excel”. Note: You can also pull up the registrant list for a specific form under the Forms tab by clicking the “view the list of registrants for this form” icon under Actions.
Open the excel spreadsheet and locate column AF (Access Code) to view the access codes.