Overview
The entry form attached to an event is built in a drag-and-drop designer: a palette of fields on the left, the form on the canvas in the middle, and the selected field's properties on the right. A second tab, Logic, holds the form's rules: show, hide, require or fill in fields automatically from what the rider answers, what Horsify already knows about them and their horse, or what they are entering.
The same designer builds the organisation's entry form templates, and an organisation can save a whole event (classes, tickets, settings and its entry form template) as an event template that the create-event wizard starts from.
The designer
Open it from an event's edit page, in the Entry form section: Open in the form designer edits the template the event uses, and Advanced: manage per-event forms lists that event's own forms to create or edit. You can also open it from Settings → Templates → Form Templates in the organiser menu. The same designer edits all three kinds of template: event entry, membership application and member profile (club fields).
Palette
| Group | What it adds |
|---|---|
| Basic fields | Short answer, paragraph, number, email, phone, website, date, dropdown, checkbox, checkbox group, file upload, conditions of entry, information notice |
| Rider details | Fields already wired to the rider's profile: name, email, mobile, date of birth, address, emergency contact, medical information, membership number, inclusive participation |
| Horse details | Fields wired to the nominated horse: name, show name, height in cm, height in hands, height as text, breed, sex, date of birth, colour, microchip, registrations |
Click a palette item, or drag it onto the canvas, to add it. Rider and horse fields arrive with their Fill in from source set, so they prefill at checkout and (for rider fields) write back to the profile on submission, exactly as they did before the designer. A smart field already on the form is shown ticked in the palette.
Dropdowns, checkbox groups and conditions-of-entry blocks open the full field editor straight away, because they need options or text before they make sense.
Canvas
- Click a field to select it; drag the grip (or use the arrows) to reorder.
- A field shows its type, its Fill in from source, and how many rules touch it.
- Edit opens the full field editor (options, conditions text, waiver, checkbox items).
Properties panel
The everyday edits without opening a modal: label, required, Fill in from (any data source, including the two numeric horse heights), and help text. All settings opens the full editor; Duplicate copies a field (without its data source, since one source fills one field).
Membership numbers
A Membership number field prefills with the rider's number for the organising club when there is one, otherwise their most recently expiring body number. Name a body in the label ("EA number", "Pony Club Australia membership") and that body's number is used instead. A rule can name the body explicitly (see below), which is more robust than relying on the label.
Logic (rules)
Every rule reads When … then …:
When (all or any of):
| Look at | Compares |
|---|---|
| The answer to… a field on this form | Text, a dropdown choice, a ticked checkbox-group option |
| A rider or horse detail | Any prefill data source, for example horse height in cm, date of birth, membership number |
| The entry | Classes being entered, disciplines, tickets, horses nominated, who the entry is for (Self / Dependant), the registrant's age |
Operators: is, is not, contains, does not contain, starts with, is empty, is not empty, is ticked, is not ticked, is greater than, is less than. Numeric operators read the number out of formatted text, so "14.2 hands" and "148cm" both compare.
Then:
| Action | Effect |
|---|---|
| Show / Hide | A field targeted by a Show rule starts hidden and appears when the rule holds. Hidden fields are not validated and not submitted. |
| Make required / Make optional | Overrides the field's own Required setting while the rule holds. |
| Set the value of | Puts a fixed value in the field. |
| Copy another answer into | Copies the rider's answer from one field to another. |
| Prefill from rider or horse details | Fills from a data source. For membership number you can name the body (EA, PCA…). |
| Clear | Empties the field. |
Value actions fill an empty field, or refresh a value the same rule wrote earlier. Tick Replace what the rider has typed to overwrite.
Quick starts on the Logic tab add ready-made rules: show a field only for certain classes, prefill a membership number for a body, require a field for riders under 18, ask something extra when the horse is a pony (height under 148 cm).
Rules are evaluated live as the rider fills in the form at checkout. The form receives the rider's nominated horse and the classes, tickets and horses in their cart, so "classes being entered contains Pony" works without the rider doing anything.
Where rules run
Rules run wherever a form built with the designer is filled in, and a rule behaves the same on each. What a rule can read differs, because not every form has an entry or a rider profile behind it:
| Where the form is filled in | Answers on the form | Rider or horse details | The entry |
|---|---|---|---|
| A rider entering an event (checkout) | ✓ | ✓ | ✓ classes, tickets, horses, Self/Dependant, age |
| An organiser adding a registration by hand (phone or paper entry) | ✓ | no | ✓ the classes, tickets and horse names being keyed in |
| Your public membership application form | ✓ | no | no |
| Club fields on a member (the member panel and Add Member) | ✓ | ✓ the template's own profile-linked fields | no |
A condition about something a form cannot read is simply never true there (and an "is empty" condition is true). So on a membership application, write rules about the applicant's answers, such as "show Where is your horse kept? when Do you have your own horse? is Yes", rather than about classes or horse details.
Rules travel with the form
Rules are stored with the form and follow it wherever the fields go: materialising a template onto an event, cloning an event, saving a form as a template, or loading a template into a new form. If a rule refers to a field that is deleted, the reference is dropped (and a rule left with no actions is removed) rather than saved pointing at nothing.
Event templates
An event template captures a whole event set-up so the next one starts from it:
- event type (competition, clinic, rally, show, training day, social, camp or other), disciplines
- how people take part, free/paid, whether it runs as more than one session, horse nomination, approving entries by hand
- starter competition classes with fees, member fees and capacities
- starter tickets with prices
- the entry form template riders complete
Saving one
On the event's edit page choose Save as event template, name it, optionally pick the event type. If the event used a per-event entry form rather than a template, that form (fields and rules) is saved as an entry form template first so the event template can point at it.
Using one
On Add a new event → Start from a template, your saved templates appear above the built-in ones. Use this template pre-fills the form, queues the starter classes and tickets, and assigns the entry form template. The Event Templates page (Settings → Templates → Event Templates) lists them, with Create event to start a new event from one, Edit entry form (when the template has one) to open its entry form in the designer, and Delete.
Related Features
- Entry Form Templates: template purposes (event entry, membership application, member profile) and where templates are managed
- Membership Applications: the public join form these rules run on
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Member Management: membership types, add-ons and the member list\n\n---\n\nSource:
wiki/features/ENTRY_FORM_DESIGNER.md\nLast synced: 2026-10-21 13:11:43 UTC