The system allows you to build online forms that are used to store information about your members and for new members to complete when registering online. You can add / edit and view forms under 'Admin > Forms'.
Every group created in the system will have a form associated to it. Forms will always have the 'First name' and 'Email address' fields listed and set as mandatory because the system uses these two fields to uniquely identify records in the system.
Other fields such as 'Date of birth' and 'Address' are built into the system and available for you to select when building your forms. You can also create your own custom fields and statements by clicking 'Create custom fields/statements'.
You can build different forms for different groups (for example, a form for the adults and a form for the juniors with guardian information) or edit a Master form for all groups.
By creating a form, you are inputting the field headings (questions) that will appear:
- when you add an individual member to the system via the 'View Members' section
- on the spreadsheet used to import members' details onto the system
- on the online registration form
Editing a Master form:
Select ‘Master form’ from the 'Build/edit form for' dropdown menu then, pick the relevant fields from the list of pre-set fields on the left-hand-side of the screen to add them to your form.
Should a question not appear on the list of pre-set fields, click on the ‘create custom fields/statements’ link to create your own.
Any fields/statements which are added will automatically appear at the bottom of the form in the order in which they are selected/created. You can change the order of their position on the form by clicking on the relevant field and dragging it into position.
To remove a field from the form, click on the grey circle with an 'x' alongside the field from the list of fields that appear on the form.
You can make a field 'Mandatory' by ticking the relevant checkbox aligned with the 'M' column on the list of fields that appear on the form.
Please note - fields will be mandatory when completing forms displayed in the members' online account as well as on the online registration page. From the admin side of the system, only the 'First name' and 'Email address' fields will appear as mandatory.
You will not be able to edit any pre-set fields - however, you will be able to edit any custom fields/statements you have created.
When you have finished building and/or editing your form, press 'Save and finish'.
When creating new groups, pressing 'Save and finish' without selecting 'Build/edit form' will assign and link the group to the 'Master' form.
Forms which are 'linked' to the Master form will automatically adopt the same fields/statements that the Master form has. If you subsequently edit the Master form, any form linked to it will also adopt those changes.
To see which forms are and are not linked to the Master form, click on the link icon that appears alongside the 'Build/edit form for' dropdown menu. This will display a pop-up which will allow you to look at forms which are linked to the Master form and those that are not.
Creating Different Forms for Different Groups:
To create a different form (from that of the Master form) for a specific group, select the group from the dropdown list in 'Build/edit form for:'. You will then be able to edit the fields and statements that appear on the form for the selected group.
Once you save the changes to your selected form it will no longer be 'linked' to the Master form.
This means that any subsequent changes you make to the Master form will not be reflected on that form. To make the changes you will need to load this form again and edit it accordingly - this applies to all forms that are not linked to the Master form.
The only exception to this is if you edit the properties of a custom field. The field you edit will change on all the forms it has been selected to appear on.
If you wish to copy a form from another Category/Group, first select the form you wish to change from the dropdown list alongside 'Build/edit form for:'. Then, select the form you wish to copy from the dropdown list alongside 'Copy form from' and press 'Copy Form'.
Please note - don't forget to press 'Save and Finish' at the top of the page for the changes to take effect.
Creating Custom Fields/Statements:
Clicking on 'Create Custom fields/statements' will open a window for you to enter and select a number of different options.
Selecting 'Statement' will allow you to enter text that does not require an answer:
Selecting 'Question' will allow you to create a field against which a response is required. Here, you can specify multiple different field properties and answer types.
- Mandatory - making a field mandatory from within the field settings will make this field mandatory on all forms the field is added to.
- Internal use only - A field with this property will not be viewable by members - only admins will be able to see the field value.
- View only (Non-editable by member) - A member will be allowed to fill in this field once but then only view it - not edit it. Any subsequent changes can only be made by an administrator. This is useful for Terms and Conditions responses, for example.
Type of Answer:
- Free type – this allows members to enter text and numbers freely. For example, a written reply such as a sentence or statement (if you expect a long answer then select ‘Multi-line’).
- Multiple Choice – this option allows members to select from pre-set answers. You can determine whether they select one answer only or multiple as shown below.
- Date – for date related questions, select this option. This will allow members to select a date from an interactive calendar.
- Acceptance – this option allows you to create a question with a hyperlink to the full statement which will show in the members' online account. Additionally, the system will add a timestamp when they answer the question so you know the exact time they answered.
A separate custom field can be created for your Terms and Conditions or Code of Conduct, etc. Alternatively, you may wish to create one field in which you add the text for all policies and terms you wish your members to agree to.
You also have the option for the question to be ‘View only’ once answered so the member cannot edit/change their response.
This is how the 'Acceptance' question will display in the members' account once they make a selection and have saved their changes:
Adding Optional Extras, Classes, Courses or Standard Groups to Your Form:
You may wish to enable new members to add themselves directly to a group when completing an online registration.
To allow this, select the group(s) you wish to add to your from either the 'Optional Extras' section or the 'Groups' section that appears on the left-hand side of the screen below the list of fields.
By default, groups will be added to the bottom of your form in the order selected. You will be able to drag these individually to reposition them on the list of fields that appear on your form as required.
Publishing Forms for Online Registrations:
You can define which groups people can register for by selecting them from the very last section on the left-hand side of the screen - you can also do this from within the group settings.
Groups select from the list:
Displayed on the drop-down menu of the registration page:
Online Registration Page:
Add Text Above Dropdown - This enables you to add instructions or information for members to view when selecting and completing an online registration form.
Acceptance Terms (Registration Page only):
This allows you to create a question with a hyperlink to the full statement. You can edit the description and choose to publish it to your registration page as required.
Please note - this question will not appear in the members' account. It will only be available on the registration page when new members complete a registration.
It is advisable to use the 'Acceptance' function in 'Custom questions/statement' fields instead. This will ensure that you have a time-stamped record visible to both the member and the administrator.
1. If you have different forms for different groups, it’s best to create a Master form first with common fields. Once you are happy with the Master form you can start to customise forms for the different groups. You are able to see all forms that are linked to the Master form by clicking on the link icon next to form dropdown list.
2. When importing data into the system you first need to download the template. This template is made up of the fields on your forms. If you have a field in your form that is greater than 60 characters, for technical reasons, the field will not appear in the template. Please, keep this in mind when building your form. To help resolve this, there is an option to create an abbreviation that will appear in the template. This abbreviation will also appear when the field is used on a register.
3. When creating custom questions, the name of the question has to be unique (unique being across all groups and not just unique to one group).
4. When editing a custom field/statement, the change will apply wherever that field/statement appears. For example, if you make an edit to a custom question on the Adult form, the change will also appear on the Junior form.