Let advocates sign themselves up for your fly-in with a hosted registration page and an embeddable widget. Sign-ups become attendees automatically and get matched to their offices.
📝 What Is Fly-In Registration?
A registration page gives your fly-in its own sign-up form in AdvocacyAI. Once it's live, anyone with the link can register themselves, and we take care of the rest:
- Sign-ups become attendees on your fly-in automatically
- We match each person to the right offices based on the address they provide
- Everyone who registers gets a confirmation email
- The fly-in registration gets added to an advocate’s profile as an RSVP
You get two ways to share it: a hosted registration landing page you can customize and share the link to or an embeddable widget you can drop onto your own website. The registration landing page includes both page copy (text and images) and the widget (form).
✅ Let's Set Up the Registration
Make sure you are logged in to your AdvocacyAI account. On the navigation bar, locate the “Events” section and click on the “Fly-Ins” tab to search for your fly-in.
Once you click into the fly-in, scroll down to find the “Registration” section:
#1 Set Up the Registration
Click the "Set up registration" button on the Registration card. We'll create the registration form for you, pre-configured for a fly-in. We turn on address collection by default, which is what powers automatic office matching.
#2 Customize Your Registration Form
Click the "Customize Registration Form" button to make the registration form your own. You can customize the language on the registration form and share additional details
Details for your event will be auto-filled based on the details you added when you first created your fly-in. You can edit the following options in the first step of the “Setup Event” section:
- Event Name: The event name will be pre-filled from the details of your fly-in.
- Internal Description: The event description will be pre-filled from the details of your fly-in.
- Event Details (date and time): The date will be pre-filled from the details of your fly-in.
- Event Options:
- Point of Contact Information: Include the name and contact information of the staff member your advocates should reach out to with questions. This will be shown in the event landing page.
- Capacity Limits: Not necessary to set up for a fly-in.
- Tickets: Not necessary to set up for a fly-in.
- Speakers: Not necessary to set up for a fly-in.
- VoterMatch: This is turned on by default for a fly-in. We do not recommend turning this off, as it powers automatic office matching.
You can customize the copy and look of your registration form (the widget) in the “Finalize and Launch” section:
Widget Options
Use the option below to customize the advocate information you can collect through the form:
- Display Countdown?
- Display Event Details?
- Collect job info? Adds company name and job title fields.
- Collect phone number? Adds a phone field.
- Collect address? Left on for fly-ins. This is what lets us match attendees to their representatives. Turning it off means you'll have to assign offices by hand later.
This option is only visible if you turn VoterMatch off in the “Setup Event” section. We do not recommend turning this off for a fly-in. Without it, attendees will be unassigned after registration and you will have to match them manually.
- Add URL redirect? After the advocate registers for the fly-in, they will be redirected to the URL of your choice.
- Add Custom Fields? Add your own questions to gather anything extra you need.
Widget Copy
- Header, Title & Description: The headline and intro text advocates see on the form.
- Button Text: What the sign-up button says. It defaults to Register.
- Thank You Message: What registrants see on the screen right after they sign up. It defaults to "You are confirmed! Check your email for event details."
- Confirmation Email Text: Optional custom message included in the confirmation email each registrant receives.
#3 Edit & Publish Your Fly-In Landing Page
Your registration page starts as a Draft, which means it isn't live yet — you'll see a Draft badge and a reminder that registration is closed until you publish it. Learn more about AdvocacyAI Landing Pages here.
- Edit Page: Click the "Edit Page" button to choose a template and customize the page's content and branding.
- Publish: When you're happy with it, click the "Publish" button. The badge flips to Open (green), the page goes live, and sign-ups start flowing in.
Registrations do not go through while your page is in Draft mode. If people say the link isn't working, check that the badge reads Open. If it still says Draft, open Edit Page and publish it.
#4 Share Your Page or Embed the Widget
Once published, the Registration card gives you two ways to get advocates signing up:
- Registration page: Copy the page URL with the "Copy" button, or click "Open" to view the live page. Share this link anywhere — email, social, your newsletter.
- Embed on your website: Copy the ready-made embed code with the "Copy Embed Code" button and paste it into your own site to show the sign-up widget right on your page.
#5 Watch Your Attendees Roll In
Every time someone registers, they show up on your Attendees tab automatically. For each sign-up the platform:
- Creates an attendee record on your fly-in
- Matches them to an office based on their address
- Sends them a confirmation email
Anyone we can't place (e.g., if there's no office in your fly-in for their state) comes in Unassigned, so you can sort them out from the Attendees tab.
Head to the Attendees tab any time to see who's registered. Assign unassigned advocates to an office, or use "Re-run office matching" after you've added more offices.
➡️ What's Next?
Your Overview dashboard walks you through the rest of the process. As your attendees registered and are matched to offices, use AdvocacyAI to log the status of your meetings.
👋 Need More Help?
Reach out to us at help@advocacyai.com and we'll get you back on track!