Form Management Overview

What is it?

You can edit a form at any time to make modifications to the content or the settings.

Note: All edits to forms are immediately published.  It is recommended that you finalize your form before setting it to active and making it available to your users.

How to Access

Navigate to Forms > Create Form to begin building a new form OR Forms > Form List to edit an existing one

Form Pages

This displays each of the pages in your form. You may view a page by clicking on the page name in the top page navigation menu. 

You can add pages to the form using the Add icon. To add a second page to your form, click the Add icon, then fill in the Page Name and set the page permissions (if necessary). Click Save.

To reorder pages once they have been created, select the page name and drag to where it belongs, then drop it.

Form Permissions

This page will allow you to set who may access the form along with any administrative privileges for the form.

• Form Access: These permissions control who can access the form itself. If a group is checked, they will be able to access the form. If a group is not checked, they will receive a message that their group does not have access to view the form.
• Form Administration: These permissions control what each administrative group is allowed to do regarding this form. If you have more than one Admin group, you can assign full permission to both groups, or control the permissions assigned on a more granular level using the checkboxes above.

You will be presented with two options:

Option 1

We recommend this option for most form uses. 

When users access a form which uses login Option 1, they will be asked to enter either a username and password if they are an existing user or an email address if they are a new user.

There are several benefits to choosing option 1:

• Different pricing can be set for different groups
• Receipts will be linked to the users' profiles
• Basic Contact profiles will be created for new users
• Fields in the form can be automatically populated with members' information
• Users' profiles can be updated automatically when they alters a field in the form
• Group permissions can be set so that certain fields only appear to groups for which they are applicable

Beneath Option 1 you will see several check boxes that will vary depending on the type of form that you are using:

Option 2

Below Option 2 is a check box labeled "users can only take a form once", where you can determine whether multiple submissions  can be made by one user. This box is only applicable if login is required; if login is not required, users can take the form as many times as they like. 

Further down the login options page, you will find three boxes labeled 'Existing User Section', 'New User Section', and 'Bypass login Section'. 


The check box under each heading determines whether or not that particular login box is displayed. Choosing to display the Bypass Login Section will allow users to take the form without logging-in even if you have selected to require login. 

Beneath the check box in each section shown above, you have the option to customize the title and content of the box. If you leave these fields blank a standard title and instructions will appear. If you enter custom text such as the custom text entered in the image above, it will appear on the login screen as in the image below.

Form Pricing

Form pricing may be configured based on a few different options. Those are detailed below.

After selecting Pricing at the top of the page, if you do not have any prices currently setup on the form you will be presented with a Continue button to begin adding pricing. If you have existing prices on the form click on Add price settings for this form.

If you are creating pricing on this form for the first time, you will see a list of all the fields that go not have prices yet. Choose the field you would like to add pricing to, and click Continue.

Enter the default price for this field. The default price can be used in two ways:

• When one of the options does not have a price entered in step 12 the default price will be used.
• If pricing based off group is setup and you do not check the group in step 7 the group will receive the default price.

Click Continue.

Check the box for each group that will have different pricing.  Most of the time you will select all or none.  If you select none of them, all the groups will receive a price purely based off what they choose on the form.  If you check specific groups, you can set up pricing for each option based off membership group. For example, if Members should pay $100 for an event, the Public should pay $200, and Students should pay $50, you should use group based pricing. Click Continue.

In this example, the Basic Contact, Grace Period, and Public groups will receive different prices.  All the other groups will receive the default price.

If you want the price to vary based of a field on a previous page of the form choose the previous field from the drop down on the page.  For this to work the previous field HAS to be on a previous page of the form.  Most of the time this is left at None. Click Continue.

Click Edit, where you will see an area to specify prices based off what your group selections on previous pages.  Enter the prices.

In the example above, anyone in the Basic Contact, Grace Period, or Public groups will pay $200. All others will receive the default price of $100 on the form.

Payment Options

This section enables you to define the specific payment options that will be allowed for users completing this form. If you are collecting real-time credit card payments, you will need to select a Payment Service on this page that must have been previously setup in your Form Module Payment Service Options. All active forms slated to accept payments will incur a 1% plus 70 cent transaction fee charged to your organizations monthly statement upon submission.

Make sure that if the form you are working with has payment associated, you toggle the setting at the top of the Payment Options page to "This form deals with payment transactions." 

• Real Time Credit Card: Once you have integrated with a Payment Processor, you can check this box to allow credit card payments on a given form.

• Electronic Check processing (e-check): Once integrated with Moolah Payments e-check service, you can check this box to accept e-checks on a form.

• Call in Payment: Checking this box will allow users to call in to provide payment information over the phone. Click the Edit Message icon to add a custom message that will display upon submission of a form with Call in Payment selected.

• Bill User: Checking this box will allow users to be billed offline. Click the Edit Message icon to add a custom message that will display upon submission of a form with Bill User selected.

• Send Check: Checking this box will allow users to send a check. Until the check has been received by someone at your organization, the transaction will be marked as pending. Click the Edit Message icon to add a custom message that will display upon submission of a form with Send Check selected.

• Invoicing: Checking this box will generate an invoice along with each form submission. Each invoice will be viewable in the Transaction History tab of the member profile, as well as under Forms > Invoicing. Click here to read more about configuring invoicing.

Confirmation Settings

This enables you to control the confirmation page and email that are displayed to a user after completing a form.

Confirmation Page & Email Settings

• Confirmation Page: This page will appear once a user completes the form. This page can be customized using the WYSIWYG editor, and the Merge Data Tool can allow it to act as a receipt. Click here to learn more about using the Merge Data tool.

• Confirmation Email: This email is optional, and can be sent to users after the form has been submitted.

Emails listed in the Notification Email address field will receive a notification when this form has been submitted. If Confirmation Email BCC is checked, that person will receive a BCC of the confirmation email sent to the user.

After Confirmation

The URL listed here will display after a user clicks Continue on the Confirmation Page. For example, on a conference registration form, the After Confirmation page might be an article listing details about the conference.

Recurring Payment Confirmation Email Settings

• Recurring Confirmation Email: A confirmation email is sent to your members when a recurring payment is posted.
• Recurring Failure Confirmation Email: Forms with recurring payments configured can be setup to automatically perform an action on the user if their real-time payment option fails. The administrator can specify that the user have no change, set the user to inactive, change the user's group, or set the user to inactive and change the user group.

Refund Confirmation Email

This message can be configured to go out when a refund is processed.

Form Appearance

You may take the form outside of your site design in order to create a unique feel by designing a custom header and footer specific to this form.

More often than not, default settings will be used for Form Appearance. However, you can use a custom header and footer design by clicking the Edit icons on the screen below.

Note: To take a form outside of your MemberClicks design completely, add the text "&tmpl=component" to the end of the URL (remove the quotation marks). 

Form Settings

This section enables you to control status of the form as well as specific form type functionality.

Status

• Test: Allows administrators to enter the form and complete it without being charged any fees, or creating a valid receipt. Form should be in 'Test' mode until it is ready fro use.
• Active: Sets the form to an active status, in which users that have permission to fill out the form may enter the form to complete it. When in this mode, any transactional forms will accept payments an a transaction fee of 1% plus 70 cents will be charged per form submission. Form should be in 'Active' mode when it is being used.
• Inactive: Will not allow for testing of the form or for the form to be taken by any users. This mode may be used for forms that are "retired", or no longer in use, but that need to be kept on file for purposes of record keeping.

Settings

Settings for each form very by form type. Application forms, Dues Renewal forms, and Event Registration forms will all have different settings. 

Contact Name Generation

Contact names can be generated by combining an existing attribute or two from the form itself. Contact Names are typically generated on Application type forms, but can also be created on Event Registration, Basic, Donation, or Store Type forms (essentially, any forms that new users will be taking).

Form Limit Settings

• Date Limits: Date Limits act as a cut off date for the form. Once the date and time pass, a standard message will display that notifies the user that the form is no longer actively open for completion.
• Number Limits: Here you can specify the exact number of form submissions that your form should accept. Once this number is reached, the message that you insert in the text box will be displayed when users access the form. (ex. a conference room that can only hold 100)
• Waitlist: Can be combined with the Number Limit to create a waitlist for a form. When the waitlist is in effect, a custom message can display for users at the beginning of the form and during confirmation. Note: A form receipt will be recorded with all payment information in your receipts for users completing the form on the waitlist, but payment will not be processed immediately. You will need to access your receipts and edit your waitlist receipts when/if you decide to accept the waitlisted users. Once your Waitlist Limit is reached, the original Number Limit message will begin to display on the form again. To move a receipt out of waitlist status, check the box next to the receipt, then choose Remove from Waitlist.

Receipt Management Settings

Here you can choose which fields will identify receipts in the receipt list. If you don't choose anything in the dropdowns, the default setting will be used. Oftentimes if you see "No Name" in the receipt list, you just need to adjust your Receipt Management Settings.

Contact Preferences

If a user takes the form that does not have a user profile, you can use the email field on the form to contact them.

Social Activity Stream

If this box is checked, form submissions will be included in your Social Community's activity stream.