How the Form Builder works in Band Pencil
Available with any of the following subscriptions:
✓ Premium
✓ Ultimate
Band Pencil allows you to build simple, flexible online forms that are perfect for gathering information from clients — such as event details, questionnaires, and preparation checklists. Forms can be attached to events, mapped to event fields, and embedded on your website.
What you can use forms for
Forms are ideal for collecting:
- Additional event information
- Client preferences
- Setup or technical details
- Logistics and planning notes
Once completed by the client, responses are saved directly against the event and can be viewed or exported at any time.
Form field types
When building a form, you can choose from several field types depending on the information you need to collect:
- Short Text – Best for brief answers (e.g., names, single lines).
- Long Text – For longer responses over multiple lines.
- Select Option – A dropdown where the user chooses one response.
- Checkboxes – Allows multiple choices from a list.
- Section Breaks – Breaks the form by providing a header and description.
Most fields can be marked as required apart from checkboxes and the form cannot be submitted until all required fields are completed.
You can add a maximum of six options to select and checkbox fields.
Each field can include optional help text to guide clients as they complete the form.
Field mapping (optional)
Field mapping allows you to connect a question in your form to an event field when a form is assigned to an event. When the form is submitted, the mapped answer will automatically populate the selected event field on the event page.
How field mapping works
- Each question may be mapped to one event field per form (apart from the additional field).
- When field mapping is enabled for a form, mapped responses will override any existing text in those event fields.
Available event fields
The following event fields can be mapped:
- Green Room
- Performance Room
- Food Provided
- Noise Limit
- Number of Guests
- Setup / Soundcheck (Breakdown)
- Timings Breakdown
- External Microphone Use
- Playlist Information
- Additional (Private Notes)
Field mapping is optional - if you don’t need automated population, simply leave it unassigned.
Creating a Form
- Go to Forms in your Band Pencil account.
- Select Add New Form.
- Add the fields you need.
- Add help text or mark fields as required if needed.
- Save the form.
You can edit the form at any time. Changes apply immediately to newly submitted responses.
Assigning a form to an event
Forms can be attached to events so clients can complete them from their Client Dashboard.
To assign a form:
- Open the event.
- Go to the Client tab.
- Under the Forms model, choose the form and select whether to enable field-mapped and write a form header (this could be something like Can't wait to perform at your event, please give us the final details in our form!).
- Save.
You’ll be able to see:
- When the form was viewed
- When it was completed
- The completed response
Submitting a form (Client View)
Forms are simple and mobile-friendly. To complete a form:
- Fill in the fields
- Review required responses
- Click Submit Form
If any required fields are missing, errors are shown so the client can correct and resubmit.All responses are encrypted during transfer and storage. Clients should not enter passwords or highly sensitive information into any Band Pencil form.
Viewing responses
You’ll receive an email and in-app notification each time a form is submitted.
To view responses:
- Go to the Forms page and open the relevant form.
- View all submissions or open individual responses.
- Export response to PDF if required.
Allowing clients to edit responses
If a client needs to update their submission, you can send them an edit link.
The edit link can be found in the “New Entry Response” email, or on the form response page next to the Export Response button. When opened, the link loads their previous answers so they can make changes and resubmit.
Embedding a form on your website
You can embed any form directly on your website.
- Open the form.
- Copy the provided HTML embed code.
- Paste it into your website’s HTML.
Visitors will be able to complete the form without leaving your site.