Additional Details
Additional details is the umbrella term for information Hubbaly asks for beyond the core event, ticket, account, and payment records. The important decision is not “which form can I build fastest?” It is where the answer should live, who should be allowed to see it, and whether it must block an event workflow.
Mental Model
Think in levels:
- Hub-scoped reusable details are facts about a person for one hub.
- Event-scoped one-off questions are answers needed for one event decision.
- Signed or scanner-enforced records are required documents, waivers, declarations, and consent.
- Private event feedback is a response after or around a ticketed event.
- Ticket notes are instructions shown to the buyer, not answers collected from them.
Do not ask the same question in every level. Pick the level that matches the operational use.
Quick Decision Guide
Use Details to collect when the same hub may need the answer again: full name, phone number, organisation, group, accessibility note, emergency contact, or another hub-scoped operational detail.
Use Event questions when the answer only makes sense for this event: preferred session, equipment size, workshop choice, travel option, or a short eligibility answer for this event.
Use required form fields and signed documents when the answer belongs with a waiver, consent form, declaration, or any document that must be signed, versioned, or enforced before QR check-in.
Use feedback forms when you want private post-event responses from ticket holders.
Use ticket notes when you only need to tell the buyer something before checkout.
Details to collect
Configure reusable hub fields in Hub -> Admin -> Advanced features -> Details to collect.
Details to collect are best for information that should stay with the hub and be reused across interest, joining, invite acceptance, ticket checkout, and event workflows. The person answers once, then Hubbaly can reuse the stored value when the same hub needs it later.
Good examples:
- Full name the hub uses operationally,
- Phone number for event-day contact,
- Organisation, team, or membership category,
- Accessibility or support note the hub needs across multiple events,
- Emergency contact where the hub has a clear operational reason to hold it.
Avoid using Details to collect for event-only preferences, signed declarations, or anything that should expire with a single event.
Shared details
Review collected hub-scoped values in Hub -> Admin -> People -> Shared details.
Shared details is a review surface, not a separate setup surface. It shows reusable details that people have already shared with this hub. Values stay scoped to this hub, are not shared with other hubs, and are visible only to the Hub Admin roles allowed for each detail.
Use it to answer questions like:
- Who has already provided a phone number?
- Which details are missing for a person?
- Which reusable value did this hub collect during interest, joining, invite acceptance, tickets, or events?
Event questions
Configure one-off event prompts in Event -> Admin -> Questions.
Event questions are for small answers that belong to one event and one decision point. They can be shown during Register interest or checkout/claim tickets. They are not reusable hub profile fields and they are not signed records.
Good examples:
- Which workshop slot do you prefer?
- Do you need a loaner item for this event?
- Which route, group, or session should organisers plan for?
- Is there a short non-sensitive eligibility answer needed before checkout?
If the answer should be remembered for future events in the same hub, use Details to collect instead. If the answer needs a signature, version, or scanner blocker, use required forms/documents.
Required form fields and signed documents
Manage signer documents in Hub -> Admin -> Forms & Docs and Event -> Admin -> Documents.
Required form fields live inside a document signing workflow. Use them when the answer belongs with the signed text, must be versioned with the document, or should block readiness until the document is complete.
Good examples:
- Legal name for a waiver,
- Required checkbox declaration,
- Consent acknowledgement,
- Medical or risk declaration that belongs with a signed policy,
- Any answer door staff must see as part of a required-document blocker.
Required document fields are not a general questionnaire tool. Keep them tied to the signed document they support.
Feedback forms
Use feedback forms in Event -> Admin -> Documents -> Feedback forms when you want private
responses from ticket holders after or around an event.
Feedback forms are not public reviews, ratings, reactions, polls, or a feed. Use them for organiser learning and follow-up, such as what went well, what was unclear, or whether a participant wants the organiser to contact them.
Ticket notes are not detail collection
Ticket notes are organiser-to-buyer guidance. They appear during ticket selection or checkout, but the buyer does not answer them.
Use ticket notes for:
- Arrival instructions,
- What to bring,
- Refund or transfer guidance,
- Ticket-type-specific restrictions,
- Practical information before checkout.
If you need an answer, choose Details to collect, Event questions, or required form fields instead.
Privacy and retention boundaries
- Hub-scoped reusable details stay with one hub only.
- Event questions stay tied to the event and the context where they were answered.
- Required document answers stay with the document/signature record.
- Feedback responses stay in the event feedback workflow.
- Ticket notes do not collect personal data.
Ask for the minimum answer that supports the workflow. If a value is sensitive, signed, or used for event-day enforcement, prefer the narrower signed-document workflow over a broad reusable field.