Creating Forms

SPMS supports the creation of general database forms that can be used to gather information from conference delegates before the conference. These forms were originally implemented in SPMS as part of the Registration Module, and are documented fully in the Registration section. However, other simpler forms can be used that don't include details of payment tracking and setup. This document describes how to set up simple forms. Some of the common purposes for simple forms that do not include financial information include:

  • Student Grant Applications
  • Student Poster Registration
  • Editorial Team Information Form

Other common forms that do include financial and registration information include

  • Delegate Registration
  • Student Registration
  • Industrial Exhibit Registration
  • Companion Program Registration

Note that the default behavior of SPMS is to require the Administrator privilege to create new field groups, but new forms can be created, and form reports can be run, by those with the Registration privilege.

General Approach to Setting Up an SPMS Form

The general approach to creating a form in SPMS, whether it gathers financial information or not, is the following:

  1. Login to your SPMS instance with Administrator or Registration privileges
  2. Create a Field Group for the fields of your new form if necessary under Registration / Setup & Maintenance / Field Groups (instructions here)
  3. Create the Fields of your new form under Registration / Setup & Maintenance / Define Fields (instructions here, same as Registration Fields)
    • SPMS profile information about the person filling in the form (in particular, their name, email address, and mailing address) are automatically collected, so you do not need to include these as fields for your form.
  4. Create the Page of your form and its properties under Registration / Setup & Maintenance / Page Layout (instructions here, same as Registration Page)
  5. Create the layout of your form from the fields that you have created under Registration / Setup & Maintenance / Page Layout (instructions here, same as Registration Page Layout)
  6. After you save your page layout, you can see a sample data entry screen by clicking "View Sample Data Entry Screen" near the top of the page, and repeat the process (editing, saving, and viewing the sample data entry screen) until it you are satisfied.
    • Each line's Text is displayed in the form before the corresponding data field; no Text is displayed for lines that have no fields selected. HTML can be included in the Text area, so you can include images, explanatory text (with markup), and other layout items in the Text areas.
  7. Your form is complete. To share it with others, go to Registration / Setup & Maintenance / Page Layout and click the "No" under "Available to Users" to change that to "Yes". You now have two choices on how to share a link to your new form:
    • To share the form with all users, click on the "No" under "Profile Page" and/or "Contribution Page" to show this link on those pages. Any user logged into the SPMS will be able to see this link on the corresponding page and enter data into it.
    • You may instead want to hide your form from all users and only share it with a small group of users, such as sharing a student poster registration form with registered students via the Email Utility. The "Data Entry URL" near the bottom of the Registration / Setup & Maintenance / Page Layout page is the URL to share with others.

Examples And Tips About Specific Forms

Student Grant Applications

This is a fairly common example of use of SPMS forms to collect information that is not "registration" information and therefore contains no financial information. A student grant application form should be available to all, as you do not know a priori which users want to apply for student grant support from your conference or workshop. This form should be available as soon as possible if your conference or workshop plans to award travel grants, preferably at the same time that abstract submission opens.

A Sample Student Grant Application Form is linked here. This form should include all information that the student grant committee needs to make informed decisions about student grant awards. The contribution ID of the student's paper is particularly important for larger conferences, as students receiving grants are often required to participate in a student poster session (IPAC/PAC). Nearly all fields are text fields, with the exception of a few fields that are obviously yes/no.

This example includes some limited use of HTML in the Text areas, particularly in the first line.

Student Grant Registration

Students who are awarded student grants must still register for the conference. They should not register for the conference via the traditional registration page, however, since that page should require registrants who use it to pay registration fees. This is a separate form for student grant awardees to register for the conference without requiring payment of registration fees. This form should be private, and only shared via URL in communication with the student grant awardees for your conference or workshop.

A Sample Student Grant Registration Form is linked here. This form should include the same information as normal delegate registration, but without the payment requirements. Note that it should still include the option to purchase additional banquet tickets for companions if that is an option in normal delegate registration. Including this requires you to associate payment methods with this form, similar to payment setup for normal registration.

Student Poster Registration

After student grants have been awarded, you may want to allow non-grant students to register for the student poster session. This can be done with a form similar to, but shorter than, the student grant application form. Fields after the Contribution ID of Paper can be skipped, as you are mainly verifying that the participant is a student and collecting their degree and poster information.

Editorial Team Information Form

After the JACoW editorial team for a conference or workshop has been organized, it is often necessary to collect information from the team members for logistics and organization. That can all be done informally via email, but it is often convenient to create another SPMS form to collect this information. This form should be private, and only shared via URL in communication with the JACoW team members for your conference or workshop.

A Sample Team Registration Information Form is linked here. This form should include information relevant to organization of the team: arrival and departure dates for hotel bookings, Their full name and name for their badge (in case their preference differs from their full name in SPMS), emergency contact information, and companion information including additional banquet tickets. Note that the banquet tickets are often a cost item that require you to associate payments method with this form, similar to payment setup for normal registration.

Delegate Registration

Delegate registration forms are covered in great detail starting from this page. This form should be public (since anyone will want to register), and it will require you to associate payment methods with this form as described in the documentation.

Industrial Exhibit Registration

Industrial registration forms are covered in great detail starting from this page, very similar to Delegate Registration forms. This form should also be public (since anyone will want to register), and will require you to associate payment methods with this form as described in the documentation. The conference website scripts can also be used in conjunction with the form construction to build an industrial exhibitor form that dynamically shows the booth layout map and indicates which booths are available. For example, see example map from IPAC'15 .

Please contact Todd Satogata at satogata@jlab.org or Stefano Deiuri at stefano.deiuri@elettra.trieste.it for assistance with setup and configuration of dynamic industrial booth registration maps.

Companion Program Registration