Help for Organizers

Find it

Home → Get Started, then Workspaces → Create Workspace

Use it when

You are setting up Formbrid for the first time or creating a separate organization.

A workspace is your organization's home in Formbrid. It keeps events, groups, registrations, team access, sheets, billing, and messages separate from other workspaces.

1. Choose Get Started and create an account with a username, email address, and password.
2. Create a workspace and choose its default currency.
3. Use Create Event in the admin header to set up the first event.

If you belong to more than one workspace, open Settings → General → Current Workspace to switch. The admin area always shows data for the active workspace.

From any admin page, tap the question-mark icon labeled Open organizer help in the top header. Inside an event, the same question-mark icon is labeled Open help for this page and opens the section for the current feature.

Find it

Settings → Members & Invites, or Settings → Billing

Use it when

You need to share administration safely or prepare to send SMS messages.

Open Members & Invites, choose Invite User, enter the person's email address, select a role, and choose the areas they may view or edit.

• Owner: full workspace control.
• Admin: broad event and settings access.
• Member: access to the specific areas selected on the invitation.
• Viewer: read-only access to the permitted areas.

Use the least access needed. Review pending invitations if someone has not joined, and revoke an invitation that should no longer be usable.

SMS messages use workspace credits. Open Billing to see the balance, buy credits, and review payment history. Email messages do not use SMS credits.

Find it

Admin header → Create Event; later, Event → Overview → Manage Event

Use it when

You are launching an event or changing the public registration experience.

1. Enter the event title, public link, description, location, dates, and currency.
2. Set the success message shown after registration and the message shown when registration is closed.
3. Add tickets, souvenirs, registration questions, and group questions as needed.
4. Configure check-in, boarding, and room pairing only if the event will use them.
5. Create the event, then open Overview → View Public Page to review it as an attendee.

Registration closes when the event is archived or its end date has passed. New registrations stop, but existing attendees can still update their details with their registration code.

When ready to share, open Event → Overview, tap the vertical three-dot icon labeled More options at the right of Manage Event, then choose Copy Event Link. Recheck the public page after changing required questions, ticket availability, dates, or group fields.

Find it

Event → Tickets for ticket inventory; Event → Overview → Manage Event for questions and event settings

Use it when

Attendees need different prices, capacities, room sizes, or additional registration details.

Choose Add ticket to create a ticket. Set its name, price, capacity, and room size where applicable. A disabled ticket is hidden from new registrations while existing registrations remain intact.

• Use a capacity when space is limited; use unlimited capacity when there is no practical limit.
• Disable a ticket instead of deleting it when attendees already use it.
• Set an accurate room size before enabling room pairing.

In Manage Event, add questions for text, long answers, numbers, dates, email addresses, phone numbers, choices, yes/no confirmation, or display-only information. Add help text when a label alone is not enough.

Required questions block submission. Conditional questions appear only when an earlier answer matches, so test every branch on the public event page.

Find it

Event → Registrations

Use it when

You need to add an attendee, find a record, correct details, update payment, or change several people at once.

Choose Add registration to add someone manually. Search by name, email, phone number, or registration code. Add filters for ticket, status, gender, payment, dates, groups, answers, check-in, or souvenir status; multiple filters are combined.

Select a row to open Edit Registration. You can update contact details, ticket and payment information, status, answers, group selections, check-in, and souvenir assignments.

Select several rows to mark them active or cancelled, check them in or out, edit common fields, or delete them. Deletion removes registrations; cancellation keeps the records and prevents operations such as check-in and boarding.

Attendees can update their own public registration with their code, but they cannot change payment records or souvenir assignments.

Find it

Admin header → Groups; then Event → Sheets

Use it when

Attendees belong to a hierarchy or trusted leaders should manage only assigned group areas.

Use Groups to build the workspace hierarchy, such as Region → District → Local group. Create, rename, move, or nest groups before connecting them to an event's group questions in Manage Event.

On a group row, use the chevron to expand or collapse children, the plus icon labeled Add child group, the pencil icon labeled Edit group, the move icon labeled Move group, or the trash icon labeled Delete group.

When the event has group questions, Sheets appears in event navigation. Choose Create Sheet, name it, and select the group areas the leader may manage. Share the generated link and password only with the intended leader.

A sheet includes registrations in its assigned groups and covered descendants. Edit the sheet if its scope is wrong. Deleting a sheet removes that access point but not the registrations.

Find it

Event → Finance

Use it when

You need to collect, allocate, verify, or reconcile group-level event payments.

The summary separates attendee payment totals from finance transactions submitted through finance links or recorded by an administrator.

1. Choose Finance Link, name it, select permitted groups, and share its link and password with the responsible person.
2. Use Record Transaction when an organizer needs to enter a payment directly.
3. Review pending submissions, proof images, allocation, method, reference, and notes.
4. Choose Verify only after confirming the payment, or Reject when it should not count.

Archiving a finance link stops public access. Archiving a transaction hides it and removes it from totals. Neither action changes payment amounts stored on individual attendee registrations.

Find it

Event → Views, or Event → Registrations → Save as view

Use it when

Someone needs a reusable filtered table or statistics breakdown without full admin access.

Choose New view. A Data view shares a registration table with selected columns. A Statistics view groups counts or paid amounts by tickets, gender, payment status, groups, or choice-question answers.

To preserve registration filters, set them on Registrations and choose Save as view. Use a private view when the link should require a password. Turn on Show on sheets only when delegated sheets should see it on Summary.

Open the view and confirm its rows, columns, filters, and privacy before copying the link. Public views open for anyone with the link; private views require the configured password.

Find it

Event → Overview → Diagnose data

Use it when

Before sending messages, exporting data, or reconciling lists with uncertain contact quality.

Data diagnosis reports reachability, invalid phone numbers, invalid email addresses, and duplicate phone or email groups. Open the relevant tab, tap the pencil icon labeled Edit registration at the right of an issue, save the correction, then choose the labeled Re-scan button above the results.

A duplicate warning does not automatically mean records should be deleted. Compare names, tickets, groups, answers, and status before deciding whether two records represent the same person.

Find it

Event → Overview → Manage Event to enable pairing; then Event → Pairings

Use it when

Tickets represent accommodation or another fixed-size grouping that needs draft and final assignments.

Pairings appears after pairing is enabled. Set each ticket's room size and choose whether eligibility requires full payment or allows partial payment. Unpaid attendees are not eligible.

1. Select the ticket and, where needed, the deepest group to arrange.
2. Choose Add room, add attendees, or use Auto-generate.
3. Use Add with code only for an intentional cross-group request from an eligible attendee.
4. Review names, capacity, payment eligibility, gender rules, and unmet requests.
5. Name rooms and publish only after draft assignments are ready for operations.

Rooms are same-gender by default. Allow mixed genders changes only the gender rule; it does not bypass event, ticket, payment, capacity, active-status, or duplicate-room checks.

Attendee requests from passes form connected groups. If Ama requests Kojo and Kojo requests Esi, all three must fit together. Resolve broken requests before publishing.

Find it

Event → Overview → Manage Event to define items; then Event → Souvenirs to fulfill them

Use it when

You distribute inventory such as shirts, badges, books, bags, meals, or event materials.

Define each souvenir and its variants, such as size or color, with accurate stock. Auto-assignment can allocate an item during registration while stock is available.

• Pending: assigned but not ready for collection.
• Ready: prepared and ready to collect.
• Delivered: collected by the attendee.

On Souvenirs, search or filter allocations, transfer quantities between statuses, and correct assignments from a registration. Inventory is shared across the event.

Find it

Event → Check-in

Use it when

You need to track arrival at the event entrance.

1. If this is the first setup, choose Set up check-in in the top summary card.
2. Turn on the Allow check-ins switch in that card.
3. For staff scanning, choose Actions → Launch scanner to open the station on the current device, or Actions → Copy station link to send the station privately to a volunteer.
4. For attendee self-service, choose Actions → Open event QR and display that QR at the entrance.
5. Use the table to search, filter, check in manually, bulk check in, or undo a mistake.

Cancelled registrations cannot check in. An attendee already checked in must be checked out before another check-in can be recorded. Self check-in is offered from the pass around the event dates only while enabled.

Find it

Event → Boarding

Use it when

You need to track transport boarding separately from event arrival.

1. If this is the first setup, choose Set up boarding in the top summary card.
2. Turn on the Allow boarding switch in that card.
3. For staff scanning, choose Actions → Launch scanner on the current device, or Actions → Copy station link to send the station privately to a representative.
4. For attendee self-service, choose Actions → Open event QR and display that QR at the transport point.
5. Use the table's Mark boarded and Undo boarding buttons for manual or bulk updates.

Boarding does not change check-in status. Self-boarding is available only during the event dates while enabled, and cancelled registrations cannot board.

Find it

Event → Check-in or Event → Boarding → Actions

Use it when

You are preparing phones or computers for volunteers, representatives, or attendee self-service scanning.

Formbrid supports two opposite scanning directions. Choose the one that matches your queue and tell staff which code they should scan before the doors open.

• Staff-operated station: choose Launch scanner or copy the station link. The volunteer opens that link and scans the QR code on each attendee's digital pass.
• Attendee self-service: choose Open event QR and display that event code at the entrance or boarding point. The attendee opens their pass, starts its scanner, and scans the displayed event QR.

Do not ask an attendee to scan the QR on their own pass. Their pass QR is for a staff station to scan; their pass scanner is for scanning the event QR displayed by the organizer.

Set up a staff scanning station

1. Open Check-in and choose Set up check-in, or open Boarding and choose Set up boarding, if the feature has not been initialized.
2. Turn on Allow check-ins or Allow boarding. The switch controls station and self-service scans.
3. Open Actions → Launch scanner on the scanning device, or choose Copy station link and send it privately to the assigned staff member.
4. Choose Enable Camera and allow browser camera access. Use the rear camera when available.
5. Confirm the event name and whether the page says check-in or boarding, then test with an appropriate pass before the queue starts.
6. Hold one attendee pass inside the frame and wait for Checked in, Boarded, or a visible error before scanning the next person.

The station link carries access for that event operation. Share it only with authorized staff, avoid posting it publicly, and do not leave it open on an unattended or untrusted device. Turning the operation off prevents new station and self-service scans.

Set up attendee self-service

1. Enable the operation, then choose Actions → Open event QR.
2. Display the check-in QR at the arrival point or the boarding QR at the transport point. Label it clearly so the two codes are not confused.
3. Ask attendees to open their own digital pass and choose its check-in or boarding scan button.
4. The attendee enables their camera, points it at the displayed event QR, and waits for the success state on their pass.

Check-in self-service is offered from the pass around the event dates and still requires check-in to be enabled. Boarding self-service requires boarding to be enabled and the event to be active during its dates.

Camera and QR troubleshooting

• Camera does not open: use a current browser over a secure HTTPS connection, allow camera access in browser or device settings, then choose Try Again. If the device has no supported camera, use the manual table.
• QR is not detected: clean the lens, avoid glare, use even lighting, keep the entire code flat inside the frame, and move slightly closer or farther away. Increase the attendee's screen brightness when scanning a pass.
• Wrong event or wrong code: verify the event title and operation on the station. A check-in event QR cannot be used for boarding, and an attendee pass from another event is not valid at this station.
• Already checked in or boarded: inspect the attendee's current record. Undo it only when the earlier operation was a mistake; repeated scanning is not required.
• Cancelled registration: reactivate or review the registration only if that is operationally correct. Cancelled attendees cannot check in or board.
• Slow or failed request: keep the code still and wait for the result before retrying. Use a reliable connection and avoid moving immediately to the next attendee.

If scanning remains unavailable, find the attendee in the Check-in or Boarding table and record the operation manually. Check-in and boarding remain separate records: completing or undoing one never completes or undoes the other.

Find it

Event → Follow-up

Use it when

You need a shared call list for confirmations, reminders, missing information, or post-event contact.

Search or filter attendees, use the phone or email shortcut, and open a row to record the outcome. Outcomes are Pending, Reached, No answer, and Callback. Add a note so the next organizer understands what happened.

The page shows active registrations by default. Change the registration status filter when other records must be included.

Find it

Event → Blasts

Use it when

You need to send an event update to all guests, a filtered audience, or selected people.

1. Choose New blast and select email, SMS, or both.
2. Choose all guests, a filtered audience, or selected registrations.
3. Write the message and insert attendee fields such as name, event details, or pass link when useful.
4. Preview the personalized result and review the audience summary.
5. Finalize only after the audience, content, channels, and SMS credit requirement are correct.

For SMS, the preview reports recipients whose personalized message becomes empty separately from messages containing unsupported network characters. Fix both before finalizing. After sending, review delivery results and retry only failures that are safe to send again.

Recipients without the selected contact method, or who opted out, cannot receive it. Use Data diagnosis before a critical blast if contact quality is uncertain.

Find it

Event → Overview → More options → Export Data; registration and view pages also have export actions

Use it when

You need a spreadsheet for reporting, reconciliation, offline work, or a handoff.

On Event → Overview, tap the vertical three-dot icon labeled More options beside Manage Event, then choose Export Data. Choose CSV for a broadly compatible data file or Excel for a formatted workbook. Select fields needed for the task, such as contact details, tickets, payment, status, answers, groups, check-in, and souvenir fulfillment.

Export from a saved View when its filters and columns should define the output. Sheet exports are limited to the sheet's scope. Treat downloaded files as sensitive attendee data.

Find it

Event → Overview → More options; record delete actions are inside their edit drawer or action menu

Use it when

You need to stop activity, remove an access point, or permanently remove an incorrect record.

Archive an event to stop new registrations but retain it for records and follow-up. Restore it if registration should reopen and the event dates still allow it.

• Deleting a registration removes that attendee from the event.
• Deleting a sheet removes sheet access; registrations remain.
• Disable a ticket with registrations instead of deleting it.
• Archiving a finance link stops public access without deleting its history.
• Deleting an event removes the event and connected records.

Delete only after confirming the exact target and exporting anything that must be retained.

Find it

Use the Topics menu to jump to the related feature above

Use it when

A control is missing, an action is blocked, or the result differs from what you expected.

Why is a feature missing from event navigation?

Sheets requires event group questions, and Pairings requires room pairing to be enabled. Some controls also depend on your workspace role or resource permissions.

Why can a ticket or souvenir not be assigned?

It may be disabled, out of stock, at capacity, outside a sheet's scope, or incompatible with the registration. Check its event setup and attendee record.

Why can a blast not send?

Confirm that the message has content, the channel is configured, the audience has reachable opted-in recipients, personalization is valid, and the workspace has enough SMS credits.

Should I delete or archive an old event?

Archive it to stop new registrations while retaining records. Delete it only when the event and connected records should be permanently removed.