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Public Event Registration Form Integration

Updated

This guide walks you step by step through creating a public-facing registration form for Administrate events, including the technical setup and expected outcomes for each step.

Contents

Overview

This integration enables you to:

  • generate a public registration link for Administrate events
  • display a QR code that links to the registration form
  • let event managers share the link or display the QR code for walk-in registrations
  • automatically store and manage these URLs in Administrate

Example scenario: An event manager prints the QR code and posts it outside the training room. Walk-in learners can scan the code and register on their phones.

Prerequisites

Before starting, ensure you have:

  • access to the Administrate Developer Portal
  • an API key and secret
  • access to your Administrate instance
  • completed the OAuth flow so you have access tokens ready
  • a web server or application that can receive webhook requests

Expected outcome: By the end of this step, you can authenticate and make API calls to Administrate.

Step 1: Create a Webhook in Administrate

Add a manual webhook to the Events page so it can be triggered from the event’s Add-ons section.

Purpose: When triggered, this webhook sends event details to your endpoint so you can generate a public URL.

1.1 Find the webhook type

query webhookTypes {
  webhookTypes(
    filters: [
      { field: trigger, operation: eq, value: "manual" },
      { field: name, operation: like, value: "%event%" }
    ]
  ) {
    edges { node { id name description } }
  }
}

Expected outcome: You receive a list of webhook types and the ID needed for the next step.

1.2 Create the webhook

mutation create {
  webhooks {
    create(input:{
      webhookTypeId: "WEBHOOK_TYPE_ID",
      name: "Generate Public URL",
      url: "https://yourendpointurl",
      notificationEmails: ["youremail@example.com"]
    }) {
      webhook { id lifecycleState }
      errors { label message value }
    }
  }
}

Expected outcome: A webhook entry appears in the event Add-ons menu.

1.3 Activate the webhook

mutation updateWebhook {
  webhooks {
    update(input:{
      webhookId: "YOUR_WEBHOOK_ID",
      lifecycleState: active
    }) {
      webhook { id lifecycleState }
      errors { label message value }
    }
  }
}

Expected outcome: The webhook status changes to active.

Step 2: Add Custom Fields in Administrate

Create the following custom fields:

  • nr-public-url (text) - stores the registration link
  • nr-available-public (checkbox) - lets you publish or unpublish the link

Expected outcome: These fields appear in the event’s custom field section.

Step 3: Handle Webhook Requests

When the webhook fires, your endpoint should:

  1. receive event details
  2. generate a public registration URL
  3. store it in the nr-public-url field

PHP example:

public function handleWebhook(Request $request, TMSOAuthController $weblinkController) {
  $eventID = $request->input('payload.event.id');
  $eventUrl = $this->generateEventUrl($eventID);
  $encodedId = base64_encode("Course:$eventID");
  $this->storeEventUrl($encodedId, $eventUrl, $weblinkController);

  return response()->json([
    'event_url' => $eventUrl,
    'status' => "success"
  ]);
}

Expected outcome: A public URL is generated and saved in Administrate.

Step 4: Display the Public Event Page

When learners visit the link, they should see:

  • event details such as title, code, and date
  • a QR code for registration
  • a direct link to the registration form

Example HTML snippet:

<h1>{{ $event->title }}</h1>
<p>Event Code: {{ $event->code }}</p>
<div>{!! $qrCode !!}</div>
<a href="{{ url('/events/'.$event->id.'/register') }}">Register Here</a>

Expected outcome: Learners can either scan the QR code or click the link to register.

Step 5: Build the Registration Form

The form should collect:

  • first name
  • last name
  • email
  • company (optional)

Example HTML:

<form method="POST">
  @csrf
  <input name="firstname" required>
  <input name="lastname" required>
  <input name="email" type="email" required>
  <input name="company">
  <button type="submit">Register</button>
</form>

Expected outcome: Submitting the form creates or finds the learner account and registers them for the event.

Step 6: Register the Learner via API

mutation addLearner {
  event {
    registerContacts(
      eventId: "event_id",
      input: { contacts: ["contact_id"], notes: "company" }
    ) {
      event { id }
    }
  }
}

Expected outcome: The learner is added to the event in Administrate.

Benefits

  • no login needed - a public link or QR code simplifies access
  • fast check-in - useful for walk-in registrations
  • control access - use the publish checkbox to make the form available or hidden
  • full integration - all registrations flow directly into Administrate

If you need setup help, please contact our Zendesk support team.

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