---
url: https://docs.oakmega.com/en/recipe/form-leads-follow-up.md
description: >-
  Run event sign-ups without tidying spreadsheets: collect them with an OakMega
  form, and everyone who submits is tagged with the sign-up and session tags,
  gets a confirmation in LINE, and has their name and phone saved to member
  data. The day before, remind each session by its tag. Using a product preview
  event as the example, this recipe shows how forms, tags, message templates and
  segmented posts fit together, how to cap seats, and how to check sign-up
  numbers.
---

This recipe is for marketing or store staff running an event. It turns "collect sign-ups → confirm → remind before the event" into a flow that needs no manual tidying: members open the form in LINE and sign up, the system tags them with the sign-up and session tags and sends a confirmation message, and the day before the event you remind only the people booked into each session.

## Who this is for

* **Marketers**: you run talks, product previews or info sessions. You used to collect names with Google Forms, message each person to confirm, and then remind each session by hand before the event.
* **Store managers**: the event has a morning and an afternoon session, and you want to know how many people are in each, and have a list that matches who turns up on the day.

When you're done you'll have: a sign-up form that only LINE friends can fill in, once per person; everyone who signs up automatically gets a "registered" tag and a session tag; and one reminder post per session, sent only to that session.

The example below uses a fictional skincare brand, "Sunleaf", running the "Sunleaf Autumn Product Preview" at its Xinyi store on Sat 10/24. The tags, template, form and reminder post were all created in the OakMega manual demo workspace. The member-side form is a real screen (with the name and phone replaced by demo values), and the LINE chat is a mock-up drawn from the template content.

## Features you'll use

| Feature | What it does in this scenario | Minimum plan | Needs enabling? |
|---|---|---|---|
| [Tag Management](https://docs.oakmega.com/en/guide/members/tag-management.md) | The "registered" tag and the two session tags | All plans | No |
| [LINE message templates](https://docs.oakmega.com/en/guide/messages/template-management.md) | The sign-up confirmation message | Pro | No |
| [Form](https://docs.oakmega.com/en/guide/marketing-tools/oakmega-form.md) | Collects sign-ups, limits submissions, tags on submit and sends the confirmation | Pro | Yes, Form must be enabled |
| [Post Article](https://docs.oakmega.com/en/guide/messages/friend-broadcast.md) | Reminds each session by tag the day before | All plans | No |

## Flow

![Sign-up flow: Set up the sign-up form — LINE login and friend-only form; on submit, tag "Registered: New Product Preview"; 1 per person, 40 in total → Member signs up — full name and phone saved to member data; Morning → tag "Session: Morning"; Afternoon → tag "Session: Afternoon" → Automatic confirmation — the follow-up action sends the template "New Product Preview: Registered"; the member gets the time and check-in details in LINE → Reminder the day before — post with OakMega segment › tag filter; one post including "Session: Morning", another including "Session: Afternoon"](https://docs.oakmega.com/en/recipe/images/form-leads-01-flow.png)

1. Create a sign-up form: LINE login required, friends only, one sign-up per person, 40 sign-ups in total.
2. The member fills it in: their real name and phone go straight into member data, the session they pick adds that session's tag, and on submit they also get "Registered: New Product Preview".
3. After submitting, the member automatically receives the "Registered" template in LINE, with the event time and how to check in.
4. The day before, send one reminder per session using a tag filter: one for the morning, one for the afternoon.

## How to set it up

| Step | Where | What to set in this scenario |
|---|---|---|
| 1. Prepare tags | Member & Tag › Tag Management | Folder "New Product Preview": Registered: New Product Preview, Session: Morning, Session: Afternoon |
| 2. Prepare the confirmation | LINE › Template Management | "New Product Preview: Registered": date and place, both session times, how to check in, how to switch sessions |
| 3. Build the sign-up form | Web-based Tool › OakMega Form | Login + add friend; 40 total submissions, 1 per person; on completion tag "Registered: New Product Preview"; Option Tags on the session question; follow-up action sends "New Product Preview: Registered" |
| 4. Share the form | LINE › Post Article, Richmenu | Put the form link in the event announcement or a Richmenu button |
| 5. Remind the day before | LINE › Post Article | OakMega segment › tag filter: contain "Session: Morning"; a separate post for the afternoon |

### 1. Prepare tags

In **Member & Tag › Tag Management**, create a folder "New Product Preview" with three tags: "Registered: New Product Preview", "Session: Morning" and "Session: Afternoon". Starting the session tags with "Session:" makes them easy to spot in a long tag list later. See [Create and manage tags](https://docs.oakmega.com/en/guide/members/tag-management.md).

### 2. Prepare the confirmation message

In **LINE › Template Management**, create a folder "New Product Preview", then a text message template "New Product Preview: Registered":

> You're registered! 🎉
> Sunleaf Autumn Product Preview: Sat 10/24, Xinyi store
> ・Morning 10:30–12:00
> ・Afternoon 14:30–16:00
> Show this message at the counter to check in, try the new products and take home samples.
> Want to switch sessions? Just reply here.

The same template goes to both sessions, so include both session times. See [Create LINE message templates](https://docs.oakmega.com/en/guide/messages/template-management.md).

### 3. Build the sign-up form

In **Web-based Tool › OakMega Form**, create a folder "New Product Preview", then a form "Sunleaf Autumn Product Preview | Sign-up".

On the **Form Settings** tab:

1. Under **Restriction Settings**, turn on **Login via Communication Platform** and **Add friend to fill form** below it. Without login the system doesn't know who responded, so it can't tag them, save their member data or send the confirmation.
2. Set **Total Submissions** to **Limit count** with 40 (20 per session), and **Individual Submissions** to **Limit count** with 1, so each person can only sign up once.
3. Under **Tag Settings**, set **Apply tags when completing form** to "Registered: New Product Preview".

![Restriction Settings and Tag Settings on the Form Settings tab: Login via Communication Platform and Add friend to fill form are both on; Submission Period is No limit; Total Submissions is Limit count 40 times; Individual Submissions is Limit count 1 time; Tag Restrictions to Write and Exclude Tag Restrictions to Write are off; Apply tags when completing form is set to "Registered: New Product Preview"](https://docs.oakmega.com/en/recipe/images/form-leads-02-settings.png)

On the **Question Settings** tab, add three questions:

1. **Real Name** and **Phone** from **Member Contact Information Questions**. The answers go straight into member data, and if you turn on **Import Existing Data**, people who have filled them in before see them pre-filled next time.
2. A choice question "Which session would you like to join?" with **Option Type** set to **Single Choice** and two options, "Morning 10:30–12:00" and "Afternoon 14:30–16:00". Set each option's **Option Tags** to "Session: Morning" and "Session: Afternoon" respectively.

![The two options of the question "Which session would you like to join?": Morning 10:30–12:00 has the option tag "Session: Morning", and Afternoon 14:30–16:00 has the option tag "Session: Afternoon"](https://docs.oakmega.com/en/recipe/images/form-leads-03-options.png)

On the **Follow-up Actions** tab, turn on **Send Message via Communication Platform** and choose "New Product Preview: Registered" under **LINE Message Content**. Leave **Service Center Transfer** off; turn it on only if you want an agent to confirm sign-up details one-on-one (see "Variations" below).

![The Follow-up Actions tab: Service Center Transfer is off; Send Message via Communication Platform is on, with the template "New Product Preview: Registered" selected under LINE Message Content and a preview showing the start of the confirmation message](https://docs.oakmega.com/en/recipe/images/form-leads-04-follow-up.png)

Click **Save**. To change the welcome page title and button text to event wording (for example, changing "Start answering" to "Sign me up"), edit the **Welcome Page** on the **Page Settings** tab. For every field, see [Create a form](https://docs.oakmega.com/en/guide/marketing-tools/oakmega-form.md).

> **The test link doesn't tag or send messages.** The **Test** link in the form info ignores every restriction and doesn't keep the response, so it's only good for checking the questions. To confirm tagging and the confirmation message, submit the real link once with your own LINE, then delete that response with **Clear** in the form list so it doesn't take up a seat.

### 4. Share the form

After saving, copy the **Form link** from **Form info** on the right and put it in an event announcement to all friends, a Richmenu button, or a keyword chatbot reply. You can also download the QR code next to it and print it on an in-store poster.

### 5. Remind the day before

In **LINE › Post Article**, create a post "New Product Preview: morning check-in reminder":

1. Set **audience source** to **OakMega segment** and **audience setting** to **tag filter**.
2. Under **contain tag**, choose "Session: Morning".
3. Write the morning check-in reminder, for example: "The Sunleaf Autumn Product Preview is tomorrow! You're booked for the morning session, 10:30–12:00, at the Xinyi store. Please arrive 10 minutes early and show your confirmation message at the counter."
4. Turn on **Upcoming publish** and schedule it for the day before the event, or **Save as draft** and send it the day before.

Send a second post for the afternoon the same way, with **contain tag** set to "Session: Afternoon".

![Audience settings of the post: audience source is OakMega segment, audience setting is tag filter, contain tag is "Session: Morning", and no exclude tag is selected](https://docs.oakmega.com/en/recipe/images/form-leads-05-audience.png)

The **audience / remaining message quota** on the right counts the people who currently have this tag. Before anyone has signed up it shows 0 along with "No audience matches the filter conditions", which is expected. For the full steps, see [Post articles to LINE friends](https://docs.oakmega.com/en/guide/messages/friend-broadcast.md).

## What members see

![Three phone screens (shown in Chinese demo): ① the form's welcome page opened from LINE — Sunleaf Autumn Product Preview, Sat 10/24 at the Xinyi store, try the autumn products and take home samples, 20 seats each for the morning and afternoon sessions while they last, with a "Sign me up" button at the bottom; ② the question page — real name 王小明 (Wang Xiaoming), phone +886 912345678, and "Which session would you like to join?" answered with Morning 10:30–12:00; ③ the confirmation message in the LINE chat — the event date and place, morning and afternoon session times, show the message at the counter to check in, and reply to switch sessions](https://docs.oakmega.com/en/recipe/images/form-leads-06-member-3phones.png)

The screens are shown in the Chinese demo; the content is translated in the alt text above and the steps below.

1. ① The member taps the form link, logs in with LINE and sees the welcome page first. People who aren't friends yet see an add-friend page first and can fill in the form after adding the account.
2. ② They enter their name and phone and pick a session. Members who have given their real name or phone before see it pre-filled and can edit it.
3. ③ After tapping **完成** (Done) to submit, they receive the confirmation message in LINE.

If the same person opens the form a second time, they see "Personal write times exceed the limit"; once all 40 seats are taken, everyone else sees "Total write times exceed the limit". You can change the text on both pages under **Special Pages** in **Page Settings**, for example to "This event is full. We'll let you know first about the next one."

## How to check it worked

| To find out | Where to look |
|---|---|
| How many signed up in total | **Web-based Tool › OakMega Form**: click the form and see **Reply count** and **Reply people count** under **Form reply data** on the right; or check the member count of the "Registered: New Product Preview" tag |
| How many per session | **Member & Tag › Tag Management**: the counts for "Session: Morning" and "Session: Afternoon" |
| The check-in list with contact details | **Download the last reply data** from "⋯" at the end of the form's row; it keeps only each person's latest response, so you can print it to check names on the day |
| Whether the reminders were delivered | The audience count and open rate in the **LINE › Post Article** list |
| Who actually came | On the day, tag people as they check in with "Attended"; afterwards, use a tag filter containing "Registered: New Product Preview" and excluding "Attended" to send a message offering their samples |

## Variations

* **Cap seats per session**: **Total Submissions** only caps the whole form, so you can't limit "the morning session to 20". If each session needs its own cap, use the form's **Booking Items** question with [Booking Center](https://docs.oakmega.com/en/guide/marketing-tools/booking-center.md) so full time slots can't be chosen, or create one form per session, each with its own **Total Submissions**.
* **Have an agent confirm each sign-up**: turn on **Service Center Transfer** in Follow-up Actions, and everyone who signs up appears in Service Center, so an agent can confirm headcount, dietary needs and other details.
* **Open it only to certain members**: turn on **Tag Restrictions to Write** under Restriction Settings, for example so only members with a "VIP member" tag can sign up.
* **Set a sign-up deadline**: set **Submission Period** to **Before (inclusive)** with the closing time; after that, people see "Not within the deadline".

## Next steps

* [Create a form](https://docs.oakmega.com/en/guide/marketing-tools/oakmega-form.md)
* [Members can't open or submit a form](https://docs.oakmega.com/en/troubleshooting/form-cannot-submit.md)
* [Take bookings with Booking Center, tag by booking status and send reminders](https://docs.oakmega.com/en/recipe/booking-reminder-and-tag.md)