Overview
The Forms Manager allows users to
- Associate new Registration Types to an Activity. For information on how to create a Registration Type, click here.
- Edit an existing Registration Form. Registration forms can be edited to include additional questions, edit existing questions or remove questions.
This article includes how to:
Associate new Registration Types to an Activity
Create questions in the Question Library
How to add questions to your form from the Library
How to view the questions on your form
How to edit existing questions
From any page on the Administrator site, click on the "Forms" button at the top of the
page. This will bring you to the Forms > Home page.
Associate new Registration Type to an Activity
If you have created a new Registration Type, you must first assign it to the appropriate Activity. Click the checkbox Display Unassigned Forms.
Then, click Add next to the Registration Type and Activity. After you click Add, the Form will be available for you to edit.
Click on the "Edit" button next to the name of the registration form that you want to
modify.
After you have clicked Edit, the Forms Question List page will display. If there are questions on your form, you may edit the questions, reorder the questions, and preview the form. If you need to add questions, click Question Library,
Question Library
Click on the "Question Library” button at the top of the Question List page. A list of questions
available to your organization will be displayed.
Select Existing Question(s) from Question Library
To add a question from the Question Library to your form, click the checkbox next to the question(s) you
want to add and then click on the "Add Selected Question" box at the top of the page.
You may select multiple questions at the same time.
Create New Questions
1. If the question you require is not listed within your Question Library, you will need to create a new
one. Click on the "Create New Question" button at the top of the page.
2. From the "Question Type" select box, select the type of question that you want to create.
Question types are as follows:
Checkbox: The respondent can select multiple answers to a question by checking the
corresponding boxes for each desired answer.
Date: The respondent must enter a date in MM/DD/CCYY format.
Email: The respondent must enter an email address.
Flag: Enter the name of the flag.
Header: An informative message, in bold font that is used to section off questions on the
form (e.g. "Medical Information Section", "Emergency Contact Section", etc. No information
is entered by the respondent.
Message: An informative message, usually in sentence form, that notifies a user of
information. No information is entered by the respondent.
Multi-Select: Multiple responses can be selected by the respondent from a drop-down list
by holding down the CTRL key while selecting applicable choices.
Numeric: the value the respondent enters must be all numbers.
Phone Number: The respondent must enter a 10 digit phone number.
Radio: The respondent chooses only one response to a question by selecting the
corresponding radio button (i.e. small circle next to each choice)
Select: The respondent selects only one response to the question using a drop-down list
Text: The respondent types their response into a text box (e.g. list all allergies)
Text area: The respondent can enter their response into a multiple-line text field
3. Enter the question in the Question box as you would like it displayed on the form for
registrants. Note that after a question has been added to forms, the wording of the
question may be modified to be different for each form. This is done using the Form
Question Text field at the form level.
4. Report Column Name: the value is defaulted to the value from the question field
with the spaces replaced by underscores. You can change this value to what you
would like this column named on the Form Response report. For example, your
question may be “Does your child have any health conditions his coach should know
about?” and the Report Column Name could be “Health_Conditions”. When
finished, click on the "Continue" box.
5. Question Choices: for questions requiring the registrant to select from a list of displayed options (such
as for radio, checkbox, select or multi-select question types), type in the answer
choices in the space provided. Be sure to separate your answers with a semi-colon
(;) and no spaces. Also make sure to put your answer choices in the order that you
would like it to display to the registrant. When finished, click on the "Save" button
6. For other question types, you may want to enter a Format Example if desired. For example, a format example for phone number question could be 555-555-5555.
7. After creating all the questions you want to add to your form, they will be placed in
the Question Library. They will not yet be on your form. You must add them to your form by following the steps above.
For each question in the Question Library, the following columns of information will display. You may sort the information by clicking the column header.
Question
Report Column Name
Question Type
Date Created
Action
Edit Choices – For questions requiring the registrant to select from a list of displayed options (such as for radio, checkbox, select or multi-select question types), click the red Edit Choices link to make changes to the options that display to the registrant.
Delete – System questions may not be deleted. To have an Organization question permanently deleted from the Question Library, click the red Del link. A confirmation message will display. Click Ok to continue. Another message will display if the question is assigned to a form. In this situation, you will be able to "deactivate" the question (which removes it from the library and all forms) but not permanently delete it from the library. To deactivate the question, click Deactivate Question. Otherwise, click Cancel.
Forms - Question List page
To view the questions on your form, go to the Forms > Question List page by clicking Edit next to the form on the Forms Home page.
The following columns of information display for each form question.
- Action: Edit/Remove
Edit – Click Edit to make changes to the question including Question Text, Required vs. Optional, Office Use Only, Read Only and Pre-population Options. Click here for more detailed instructions.
Remove – Click Remove to have the question deleted from the form. A confirmation message will display. When removing a question, it is only removed from the form and will remain in the Question Library.
Edit Choices - For questions requiring the registrant to select from a list of displayed options you may edit the list of choices. Each choice must be separated by a semicolon.
- Form Question Text – The question as it is displayed to the registrant
- Report Column Name – The column header for this question on the Form Response report.
- Question Type – The question type such as text, select, multi-select.
- Required – Indicates that the question is required and must be answered by the registrant in order to complete the registration process.
Note: This option will not display for "Header" and "Message" question types since these question types are for display purposes only. - Office Use Only – Questions that appear for administrators only, not to the public site user.
- Read Only – Questions or information displayed to the registrant that does not require completion.Note: This option will not display for "Header" and "Message" question types since these question types are automatically set to "read only" by the system.
- Pre Population Option – Displays the pre population option last selected for the question
- Character Limit - users may enter a value to define the maximum number of characters in the response. Available only for question type Text.
- Last Updated – Date when question was last updated by an administrative user
Options available at the top of the Question List page:
Question Library– Click to go to the Question Library.
Reorder – Select this to change the order of the questions as displayed during registration.
Preview Admin Form – To preview the form as it appears to administrators, click Preview Admin Form. Questions labeled as "For Office Use Only" will be included.
Preview Public Form – To preview the form as it appears to public registrants, click Preview Public Form. Questions labeled as "For Office Use Only" will not appear.
Display Form for Guest Transactions: Yes/No - if set to Yes, the Registration Form will display during transactions for individuals that are not part of a CommunityPass account, i.e. a "Guest" transaction.
Forms - Edit Question
Form Question Text - May edit the Form Question Text
Format Example - Text entered here will appear on the form as an example of how the registrant should format their response.
Required – Indicates that the question is required and must be answered by the registrant in order to complete the registration process. Click on the checkbox to make the question required.
Note: This option will not display for "Header" and "Message" question types since these question types are for display purposes only.
Office Use Only – This is used to indicate questions that will appear for administrators only, not to the public. Click on the checkbox to make the question viewable by administrators only.
Read Only – This field is used to include questions or information that will display on the form that do not require a response. Click on the checkbox to make a question "Read Only." This option prevents a public user from editing the answer once submitted.
Note: This option will not display for "Header" and "Message" question types since these question types are automatically set to "Read Only" by the system.
Pre-Population Options – When questions are used in multiple form types or by multiple activities within the same organization, it may be helpful to have the information pre-populated for registrants who have previously answered the question.
The following options are available:
Do not pre-populate – Registrant must answer questions anew each time they register
Pre-populate field with the most current values within this activity – Field will be populated with information previously supplied by registrant for any season within the activity
Pre-populate field with the most current values across any activity – Field will be populated with information previously supplied by registrant for any season across all activities within the organization
Pre-populate field with the most current value for this form - Field will be populated with information previously supplied by registrant for only this specific registration form.
Start over each season – Field will be populated with information previously supplied by registrant only if registering for additional programs within the same season. Questions will have to be answered anew season by season.
Click Save to save the edits to the question or click Cancel to not save.
Save & Next and Save & Previous buttons – Click to save changes to the question and advance to the next or previous edit question page.