Can I capture information about my attendees prior to the event?

Modified on Mon, 22 Dec at 3:44 PM

The PTA Events platform allows you to capture all the information you need to run your events smoothly and efficiently.

There are two ways to collect information from attendees:

Product Questions – asked per item or ticket purchased
Event Questions – asked once per checkout, regardless of how many items are purchased

Product Questions

Product questions allow you to capture information that relates to a specific product or ticket.

Example:
If you are running a Summer Ball and need guests to select a meal option, each attendee would need to provide their own choice.

Accessing Product Questions

Go to Admin > Events
Select your event
Click Tickets / Products
Choose the relevant product (e.g. Summer Ball Ticket)
Click Product Questions from the product management menu

If you created your event using a template, some product questions may already be set up.

Name	The question you want to ask.
Description	Optional guidance to help customers answer the question.
Image	An optional image related to the question (maximum file size: 500 KB).
Type	Choose how the question should be answered: Text (short text) Descriptive text (longer text) Number Yes / No Single select (choose one option) Multi select (choose multiple options) File upload (max 10 MB; specific file types can be defined) Date Terms (requires agreement)
Max length	For text questions, limits the number of characters allowed (e.g. 6 characters).
Min value	For number questions, sets a minimum value (e.g. 6 to prevent attendees under age 6).
Max value	For number questions, sets a maximum value (e.g. 14 to restrict ages above 14).
Options	A comma-separated list of options for single or multi-select questions (e.g. Ham & Melon, Soup, Prawn Cocktail). For file uploads, enter allowed file types (e.g. PNG, JPEG, JPG, GIF).
Required	Make the question mandatory.
Display answer on ticket	Choose whether the answer should appear on the ticket.
Prevent duplicates	Prevent the same answer from being entered more than once (useful for seat numbers or unique choices).
Sort order	Control the order in which questions are displayed.

What Customers See

When a customer adds the product to their basket, they must answer all required product questions before they can proceed to checkout.

Event Questions

Event Questions

If you only need to capture information once per checkout, you can use Event Questions.

Creating an Event Questions Product

Go to Admin > Events > Tickets / Products
Click Manage > Add Product
Set the product type to Event Questions

Important Settings

Set a high stock quantity so it never sells out
Set the price to £0 (no payment required)
Add questions to it in the same way as standard product questions

How Event Questions Work

Event questions are asked once during checkout, regardless of how many items are purchased
The event questions product is not visible in the shop
It is added to the basket automatically behind the scenes when a customer purchases any item from the event

Example Use Case

You can use an event questions product even without custom questions.

For example, if you are selling tea towels that are not personalised but need to know who should receive them, you could:

Enable Ask for name & class in the event questions product settings
Change the Booking label to “Eldest child’s name”

This allows you to collect essential delivery information without personalising each product.

Best Practice

You can create different event question products for different events or product groups to ensure you always collect the right information at checkout.