Form field visibility settings explained

Form field visibility settings control how questions behave in your registration forms.
They determine whether a field is shown, must be completed, or can be edited later. Understanding these settings is key to building a smooth and reliable registration experience.

1. Where to find these settings

Go to:
​Setup → Forms → Edit your form → Edit a field

Open the Visibility tab to configure the field behaviour.

2. Field visibility settings explained

2.1 Required

When a field is marked as Required, participants must complete it.

• The form cannot be submitted without it

• It must also be completed if the participant returns later

👉 Use this for essential information (e.g. date of birth, emergency contact)

2.2 Visible

When a field is Visible, it is shown on the form.

If not visible:

• The field is hidden from participants

• It can still be used internally or filled via imports

👉 Use this for:

• Internal tracking fields

• Hidden logic (e.g. campaign tracking, admin-only data)

• Displaying a field to certain competitions only

2.3 Editable

When a field is Editable, participants can modify it after registration.

If not editable:

• The field is locked after the initial submission

• Participants can view it, but not change it

👉 Use this for:

• Information that must not change (e.g. category, qualification data)

2.4 Event organiser only

When a field is marked as Event organiser only, it is not visible to participants.

• The field is only accessible from the back office

• It can be used by your team for internal purposes

👉 Use this for:

• Admin-only notes

• Internal tracking fields

• Data that should not be exposed to participants

2.5 Visibility rule

Visibility rules allow you to control when a field is displayed.

You can define:

• A specific date and time range

• Whether the rule applies to one or multiple competitions

Within the defined period:

• The field is visible to participants

Outside of this period:

• The field is hidden

👉 Use this for:

• Time-sensitive questions

• Information that should only be collected during a specific phase (e.g. pre-event, late registration)

3. How these settings work together

Each setting controls a different aspect of how a field behaves:

• Visible → can the participant see the field?

• Required → must the field be completed?

• Editable → can the participant change it later?

• Event organiser only → is the field restricted to back-office use only?

• Visibility rules → when is the field visible?

These settings can be combined to create very specific behaviours.

Examples:

• Visible + Required + Not editable
  The participant must complete the field during registration, but cannot change it later.

• Visible + Optional + Editable
  A flexible field that participants can complete and update at any time.

• Hidden + Not required
  A field used only for internal logic or data tracking.

• Event organiser only
  A field that is never shown to participants and is managed entirely from the back office.

• Visible with visibility rules (date range)
  A field that only appears during a specific registration phase.

Using these combinations allows you to control both the participant experience and your internal data collection with precision.

4. Best practices

• Only make fields required if the information is essential

• Avoid too many required fields to reduce drop-off rate

• Use non-editable fields for sensitive or validated data

• Use hidden fields for internal tracking or automation

• Always test your form from a participant’s perspective

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Related articles

👉 How to create a participant registration form

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If you’re unsure how to structure your forms for the best participant experience, our team is happy to help.