Kantivo Registration Portals

A self-service sign-up form, shared by link or QR code, that feeds approved registrations straight into your Kantivo customer list.

What a Portal Is

A registration portal is a web form you design inside Kantivo and publish with one click. Anyone with the link or QR code can fill it in on a phone or computer, with no Kantivo account needed. Their answers come back to your desktop as registrations, and each one becomes a customer when you approve it.

You'll find it under Contacts & Billing → Registration Portals. The Portals tab holds your forms. The Registrations tab holds what's been submitted.

Building the Form

1. Click New Portal and name it. The name becomes the heading people see, so make it specific: "Spring 2027 Swim Team Sign-Up" works better than "Registration".
2. Add optional instructions for the top of the form and a thank-you message for after submission.
3. In Fields to collect, tick the fields you want, rename labels to fit your audience, tick Required where needed, and use the arrows to reorder.
4. Click Save portal. Kantivo publishes the form and gives you its link.

Presets

New portals start with a sensible set of fields. Switch presets from the Start from menu before you customize:

• Individual customer: name, email, phone and mailing address.
• Youth program / club: the child's name, a parent or guardian name, the parent's email and phone, address, and a notes box for allergies or medical information. Use one registration per child.
• Business customer: company name, contact name, email, phone and address.

Custom Questions

Click Add a custom field in the builder to create a question on the spot, for example a Team dropdown, a Photo release checkbox or a Date of birth field. It's stored as a customer custom field (the same list as ⚙️ Company Settings → Custom Fields), so every answer is saved on the customer and appears on their record. Existing customer custom fields show up in the builder automatically.

Link, QR Code & Printable Sheet

Every portal card on the Portals tab offers:

Open, Closed & Closing Dates

A portal is either Open (accepting registrations) or Closed. Use the Close and Reopen buttons, or set Closes after in the builder so it closes at the end of that day. A closed form tells visitors that registration is closed and stores nothing.

How Often Kantivo Checks

• No portal open: Kantivo doesn't contact the form service at all.
• Portal open: checks once an hour.
• Live event mode: checks every minute for three hours, then turns itself off. Start it from the portal card at the beginning of a meeting or event.
• Check now: fetches new registrations immediately.
• After closing: Kantivo keeps checking for one more day to collect last-minute submissions, then stops.

The Registrations Queue

Submissions arrive under Waiting for review. A red badge on the sidebar shows the count. Each card lists the answers under the labels your form used, plus the portal name and submission time. Your options:

• Create customer: turns the registration into a new customer.
• Reject: sets it aside (spam, test entries). Use the Rejected filter and Move back to review if you change your mind.

Handled registrations stay visible under the other filters, each linked to the customer it created or updated.

Matching Existing Customers

When a registration's name matches a customer you already have (capitalization doesn't matter), Kantivo shows a Possible duplicate box with that customer's email and phone. Click Add to this customer to update the existing record, or Create as new customer anyway for a different person with the same name.

Updating an existing customer only fills empty fields, so nothing you've entered is overwritten. Custom-field answers are the exception and take the newest value, so a player who moved teams shows the new team. Kantivo matches on name rather than email because families often share one email address across several children.

Automatic Customer Creation

With Create customers automatically ticked, each new registrant becomes a customer as soon as Kantivo collects it. Possible duplicates are the exception: they wait in the queue for you, so automation never doubles up a record.

What Ends Up on the Customer

• Customer name comes from first + last name, or the company name, or the contact person, whichever the form collected. A second customer with an identical name is saved as "Name (2)".
• Email, phone and address fields go to the matching customer fields.
• Contact person becomes the customer's primary contact, with the email and phone from the form.
• Notes are saved to the customer's notes, followed by a line recording which portal it came from and when.
• Custom questions are saved as the customer's custom field values.

Security & Privacy

• The public form is write-only. It accepts a submission and shows a thank-you, and there's no way to browse other people's entries.
• Submissions are held online only until Kantivo collects them, then deleted from the cloud. Your customer data lives on your own machine.
• Each portal has a daily cap (200 by default, adjustable in the builder) plus automated spam filtering.
• The server checks every answer against your field list. Required fields are enforced, dropdown answers must be one of your options, and anything extra is discarded.

Questions

My computer was off all weekend. Did I lose registrations?

No. They wait online and are collected the next time Kantivo is running.

Can I change the form after sharing it?

Yes. Edits go live immediately at the same link. Registrations already received keep the labels they were submitted under.

Does the form take payments?

Not yet. Include payment instructions in the thank-you message. Connecting registrations to invoices is on the roadmap.

What happens when I delete a portal?

Kantivo first collects anything still waiting, then disables the link. Registrations you've already received are kept.