Membership Application Form
Members are added to groups in your database via the application form, making it one of the most important form types available. Application forms are the only form that can add a user(s) to a group or change a user from one group to another. This form is also often used to establish a profile and its expiration date, allowing for the automated renewal process.
To get started, go to Forms > Create Form and select the Application button. This will open a wizard that will walk you through the set-up process.
First, you will want to give the form a name and it is always a good idea to include the year as well in case you decide to alter the form from year to year. Also, since this form will add a user to a specified group, you will need multiple application forms if you have multiple groups. For this reason, it helps to include the name of the group in the form as well. For example, if you have groups called Members and Affiliates, we recommend creating two forms named 2013 Members Application and 2013 Affiliate Application. After you’ve named your form, click the Next Page button.
In Step 2 of 5, you have the options to either create a single user, multiple users or linked parent and child profiles. Creating a single user would create one profile to be added to a specific group. Creating multiple users would create a primary profile in one group while create a specified number of secondary users in the same or different group. These profiles would not be linked so there would be no option for the primary member to renew the secondary members upon the profile expiration. The best example of this would be a gift membership. The primary user would purchase the first year of membership on behalf of the secondary profile while the secondary user would be responsible for their own renewal. In order for the primary member to have some administrative control over the secondary profile, a parent-child relationship must be create with the last option.Please note that creating multiple users is an advanced process and will be covered in a separate article. If you would like help creating multiple users with a single form, please contact a Maximization Specialist at email@example.com.
Here, you can choose which group this user is to be added to and whether or not the user is valid or invalid. Invalid is a special status in the MemberClicks product. An organization might want to use the invalid status if their new applicants must meet certain criteria before being accepted into the membership. Invalid users will not be able to access any of the member-only content or other member benefits until they are validated by an admin. To learn more about the invalid status, please click here.
In Step 4, you can collect the database attributes to be automatically added to the form. These will include the necessary contact information for each profile created. Attributes can be added to or removed from the form outside of the set-up wizard.
In the final step of the wizard, you will set up the application fee structure. You will enter a description and a pricing option. You can add additional options by clicking the 'Add another option' link. An example of an additional option would be using offering a multi-year membership. For example, you could offer 1- and 2-year memberships and set up the options to advance the membership expiration date 1 and 2 years, respectively.
All pricing options can be set up at outside of the wizard as well. By default, options are created as radio buttons. If you would prefer them in a different selection set type, you can leave Step 5 blank and add it in later.
After clicking save, your form will be created. One page will be created, listing all of the Profile Information from the attributes selected in Step 4 and the pricing options at the bottom of the page as a radio button selection set.
Start by giving your form a title at the top of the page - this is the first thing users will see upon entering the form. Do this by clicking on Fields on the right hand side of the page > Dragging and dropping a Label type field onto the form.
Once the Label field has been added, click on it once and update Properties, also on the right hand side, to reflect the title you want to display. Note: Label fields accept HTML styling. If you know HTML, feel free to add it here, then save. If you don’t know HTML, click here to learn how to use the WYSIWYG editor on the Login Options page to style text.
With the title in place, begin re-ordering the attributes you included on the form via the Wizard. Take this time to re-name any attributes you like, or make certain fields required. To make a field required, select the field > check the "This field is required" box under Properties > Save. Once a field has been set to required, users won’t have the option to submit through the form without filling those selections in.
Add fields to the form for additional selections to be made, like referral field. I’ll use a Checkbox - Other type field for this example, which will allow a user to select one of the items in the checkbox, or to select and fill in an "other" option.
Similarly to the Label field we added to the form to begin, click on Fields and drag and drop a Checkbox - Other type field onto the form.
Click on the new Check Box - Other field once to rename it under Properties on the right hand side of the page. Here, fill in the Field Label (what the user will see on the form) as well as the Export Name (what an Admin will see when exporting the form receipts). Set the field to required if necessary, and check the box "This field is used in price calculations" if applicable. Next, click "Edit Selections." In the modal window that appears, enter each option you want to create a checkbox for, hitting Enter once between selections. When finished, click Next Page.
You’ll then see the completed Checkbox - Other field on the form.
A very important portion of the application form is the pricing options field. Usually, it is highly recommended to make this field required. This helps prevent against forms being submitted without a payment attached. We also recommend adding expiration date settings to the field as well.
Expiration date settings are what will tell the system how long to advance the users expiration date attribute. Expiration date settings have to be applied to a selection set (drop-down selection set, radio button or checkbox). To get started, you will click on the pricing options field. On the right side of your screen, you can give the field a Field Label and an Export Name. Now, click on 'Edit expiration date settings'.
You will see all of your options available with an 'Add' button.
Clicking that button will ask you what expiration date attribute you want to add (it is possible to have multiple expiration dates but that is a relatively advanced set-up that we won’t be covering here).
Then the next page asks you how long this is supposed to advance the expiration date.
For example, let’s assume that we have a 1 and 2 year membership offering. Our options would be Annual Membership and Two Year Membership.
For the One Year option, we would add the expiration date setting of 1 year to the Annual Membership and 2 years for the Two Year Membership option. If a user clicked on Two Year Membership option, their expiration date would be advanced 2 years upon a successful submission of the form. If this is a new user (as most application form submissions are because we recommend using a renewal (Dues) form for current users), it would be 2 years from the date the form was submitted. If the user was already had a profile in the database with an expiration date established, it would add 2 years to that date or the date of the form submission, whichever comes later. Please note that in this example, we are assuming that the expiration date attribute is set to Time Based with a Default Start Date and the expiration period is in years. Other options are available. For more information about setting up the expiration date attribute, please visit this Help Article.
Once you’ve finished reordering and adding fields to the form, you should see something like this.
Now, scroll to the top of the page and begin going through each of the options you see there (Pages-Settings) beginning with Permissions.
On the Permissions page, first set the permissions for the form itself - who is allowed to view or submit the form.
I also set permissions for the Admin groups in my database, which dictates which admin groups have access to view/edit the form and its data.
With Permissions configured and Saved, move on to Login Options and set that to 'Require users to login to fill out the form' and also check the box so that 'Users will login at the beginning of the form'.
If you select option 2, the member will not be automatically be added to your database and you would have to manually track and add the member.
And generally speaking, you would only want your members to take an application form once. Ideally, they would take a Renewal (Dues) form to extend their membership. And if you are changing your Application form each year, there would be no need for someone to apply more than once.
Finally, enter Login Page welcome text (optional), then Save.
After Login Options, navigate to Pricing. Here you can adjust the pricing you set up using the Form Wizard, set up date-based pricing, or create discount codes. This area also allows you to assign Revenue Accounts to pricing fields on the form.
You also have the option to configure Discount Codes on any form, which can:
A. Take a specified amount off the form total (ex. $25 off)
B. Take a specified percentage off the form total (ex. 25% off)
C. Cause the form to use an alternate pricing scheme for specified fields (ex. registration fee displays as $130 instead of $150 for non-members using the discount code)
To configure a discount code, click on "Edit the discount codes for this form."
On the next page, click "Add a discount code."
Select the type of discount code you want to create. In this example, I’ll use the discount code that takes a percentage off the form total. Click Save.
Enter the Discount Code name (this is what users will type in on the pricing page of the form), and add a description (optional). Note: Make sure you set the Status to active, even if the Start Date is in the future. Set a Start and End date for the discount code - typically it’s the life of the form - and specify the percentage to take off the form total. Last, choose whether the discount should be applied to the Total Amount, the Initial Payment, Recurring Payments, or Initial and Recurring Payments (Note: This only applies if your form accepts recurring payments). Save.
Under Pricing, you can also assign Revenue Accounts to Pricing fields, which ties directly to the Revenue Account Report. To learn more about Revenue Account setup, click here. If you have existing Revenue Accounts and want to tie those to pricing fields on your event registration form, click "Assign Revenue Accounts to Pricing Fields."
On the next page, select the Revenue Account each pricing field should be tied to and add a Memo (optional). Both selections will appear on the Revenue Account Report and export directly to Quickbooks. Save.
With Pricing configured, move on to Payment Options. Here you’ll select the Payment Options that applicants should have the ability to use. First, at the top of the page, select the currency your form uses and whether or not the form deals with payment transactions. Note: All transactions submitted while the form is in “Active” mode will be billed on your monthly statement.
Next, select the Payment Options that you want to make available on this form. Here I’ve included the ability to pay via credit card, as well as the "Invoice User" option. Note: The Invoice User option is only available for forms requiring login. The option will not display for forms that don’t require login, or forms that allow users to Bypass Login.
On this page you can also set up messaging specific to the payment method a user selects. For example, if a user selects "Invoice User," messaging configured will display after payment has been submitted. If you have special directions for users who pay via check or invoice, add that here.
After Payment Options, click Confirmation Settings. Here you can configure a Confirmation Page and Email, set the After Confirmation URL.
The Confirmation Page will display just after payment has been submitted on any form. This page is customizable via the WYSIWYG editor (the same one you use to write Articles and Contact Center messages), and can include merged data to format the page as a form receipt. Once configured, Save.
The Confirmation Email will be sent to the registrant after the form has been submitted. Typically I copy and paste from the Confirmation Page to Email, as I want the same information included in both versions. We do have Confirmation Email templates available - click here to view them.
As a best practice, our Appearance tab applies ONLY to clients using our Form Module (Event Registration only). Otherwise, skip this section.
Finally, the form Settings tab. Several important options exist on this page.
Set the form name at the top of the page.
Another important one is form Status. There are three status options:
A. Test mode: should be used when the form is being built and tested Note: transactions submitted while the form is in Test mode won’t generate transaction fees
B. Active mode: should be used when the form is ready and being used
C. Inactive mode: should be used when the form is no longer eligible for submission (ex. when the event’s date has passed)
With the Application Form, you can change which group users will be added to as well as the validation status.
Under Contact Name Generation, choose whether the form should generate a contact name, and if so, how. If the form is available to members only, you don’t need to apply a contact name. If the form is available to Basic Contacts and the public, you can choose the option "Apply only to Profiles with blank Contact Name field."
Unless you’re using Recurring Payments, skip the next to options.
The Form Limit Settings area can be skipped - generally you don't want to limit a membership application form by date or number of submissions.
You can also configure Receipt Management settings, which control the fields that will identify your receipts in the receipt list. This is also where you can choose to have visitors returning to the form start over at the beginning of the submission, or go back to the page where the form was abandoned.
Configure the email field that should be used when contacting applicants. This matters most if you have multiple email address fields or attributes on the form.
Finally, check the box next to "Include form submissions in Social Activity Stream." This controls whether the form submission displays in the newsfeed of the Social Community.