Event Request Forms | Setting Up a Form for People Outside eSPACE

Sections in this article:

• How Event Request Forms Work
• Create the Form
• Choose What People Can Request
• Add Custom Questions
• Make the Form Billable
• Preview and Share the Form
• What Requesters See

How Event Request Forms Work

An event request form lets people outside eSPACE, like a family planning a wedding or a community group, ask to use your building. They fill it out from your public calendar or from a link you send. The form's managers then review each request and approve it, decline it or send it through your normal approval process. Requesters get an email when their event is approved.

Only admins can create event request forms. Event request forms are included in some eSPACE subscription tiers; to check yours, admins with billing access can go to Settings > Other > Billing > Manage, or contact support.

After you set up a form, see Event Request Forms | Managing Requests as They Come In to learn how to handle them. (Link to Article 2 once it's published.)

Create the Form

1. Go to Settings > Advanced > Event Request Forms.
   
2. Click Create New Custom Event Request Form.
   
   Every form automatically includes first name, last name, email, phone, event name, description, event date/times and location.
   
3. Give the form a name and make sure Is Active? is on.
   
4. Locations: Turn on at least one location under Possible Locations. If you have more than one, you can turn on Allow Users To Select Multiple Locations, and then Allow Calendar Overrides to let requesters choose which public calendar the event shows on.
   
   
   
5. Managers: Add the people who will review requests from this form. They can be users, sub-admins or admins. Only managers see Event Requests in their left menu. Note that a manager who isn't an admin can still approve requests and skip your normal approval process.
   
   
6. Public calendar: Turn on Make available for all public calendars? to show a button for this form on your public calendar. You can change the button text and colors, add a thank-you message and an image, and require an event description. Learn more: Public Calendar Feature | Embed Your eSPACE Calendar on Your Website
   
   
   

Choose What People Can Request

 7. Spaces, resources and services: Turn on Show Public Spaces, Show Public Resources and/or Show Public Services. Only items marked Available for Public Request (under Settings > Basic > Spaces, Resources or Services) will appear, and only for the form's locations.



8. Limit to certain items (optional): Turn on Is Space Specific, Is Resource Specific or Is Service Specific to pick exactly which items show on this form.

9. Item groups: To let people pick an item group (a set of spaces, resources and services), turn on all three "Is … Specific" toggles.


10. Require an item (optional): Turn on Require at Least One Item if every request must include at least one space, resource or service. You can't require a specific item.

 

11. Other options: Choose which other settings to show on the form, like setup and teardown times, recurrence or number of people.

 

12. Check Item Availability: Turn this on so requested items go through the same conflict checks as events created in eSPACE.

Add Custom Questions

13. Add your own questions to the form. They appear at the bottom of the first page; space, resource and service choices are always on the second page. Drag the questions to change their order.