The best way to learn a form builder is to build something you actually need. In this walkthrough we create a registration form for a fictional charity fun run along the south coast boardwalk, organised by a Barbadian non-profit. The same steps apply to a villa enquiry form, a job application or a client intake form.
Step 1: Choose a starting point
In your Mailpro account, open Forms and create a new form. Start from a blank form or from a template, such as an event registration, contact or application form. Mailpro’s registration form templates can save time. For our fun run, we choose an event registration template.
Step 2: Set up the fields
Ask only for what you need. The Data Protection Act 2019 expects data to be adequate, relevant and limited to its purpose. For the run we add:
- First and last name
- Email address
- Mobile number, with a hint to use the format +1 246 XXX XXXX, so race-day SMS updates reach local and visiting runners alike
- Age category (dropdown). For entrants under 18, add a field for a parent or guardian’s name and confirmation, because the Act requires their consent for children’s data
- T-shirt size
- Emergency contact name and number
Mark essential fields as required, and leave everything else optional.
Step 3: Add consent and privacy wording
Add two separate checkboxes, both unticked:
- “I agree to the event terms and understand my data will be used to manage my registration.” (required)
- “I would like to receive news about future events by email and SMS. I can unsubscribe at any time.” (optional)
Link to your privacy notice. Keeping marketing consent separate and optional is how you make it “freely given” under the Act.
Step 4: Customise and configure
- Apply your colours and logo with design options.
- Set a confirmation email with the race date, start time on AST and the collection point for race packs.
- Turn on staff alerts for new entries.
- Link the form to a contact list, and tag entrants “Fun Run 2026” so you can email them before and after the event.
- Enable CAPTCHA to keep automated spam out.
Step 5: Publish and share
Embed the form on your website, share the link on social media and WhatsApp groups, and print a QR code on flyers for supermarkets and gyms. See sharing options.
Tips that raise completion rates
- Put the easiest fields first and the longest ones, like emergency contacts, near the end.
- Use dropdowns instead of free text for parish, country or category.
- Test the form on a phone over mobile data before you share it.
- Say how long it takes, for example “2 minutes”, at the top.
After publishing
Watch completion rates in the form statistics. If many people start but don’t finish, the form may be too long. Export responses for race-day logistics. Two days before the run, send an SMS reminder to entrants who opted in, and a thank-you email with results afterwards.
Responses are stored in Switzerland, outside US jurisdiction. For more ideas, see online forms in Barbados, or learn to build a list-growing subscription form.