Forms

Every club likes to collect a set of data that is unique to them, for this we can use Forms. These can also be used to poll members on any topic. You can create as many forms as they like and they can be used for various purposes such as:

• As a questionnaire to find out member’s opinions

• As a poll for voting on a club proposal

• To add questions to a Registration Wizard (see this guide for more help on Registration Wizards: How to Create a Registration Wizard )

• Add custom fields to each member’s profile (see this guide for more help on Attribute Questions: How to Add Custom Fields (User Attributes) to the Member Directory )

• Gather additional information when a member signs up to an event (see this guide here for more help on Event forms: How to Add Custom Fields to an Event Sign-Up )

• Gather additional information when a member buys certain items in the Club shop.

Creating a New Form

1. Navigate to Forms > Forms Manager.

2. Click the green “Add new” button in the top right.

   Open

   

3. Details: Enter the details about the Form.

   Open

   

   1. Name: The name of the Form.

   2. Description: A short description of the Form, including the nature of the questions it is asking.

   3. Form refers to: Choose what this Form refers to. In most cases, including polls and questionnaires, you will want to select “User”.

   4. Owner: The owner of the Form.

4. Settings: Select the settings for the Form.

   1. Anonymous: If checked, the form will be filled out anonymously and admins won’t be able to see who gave which answers. This is useful if using a form to con

   2. Visible to user: If checked, users will be able to see the answers on their own forms.

   3. Editable by user: If checked, users will be able to edit the answers on their own forms.

   4. Editable by user after completion: If checked, users will be able to change their answers after the form has been submitted.

   5. Editable by user after lock down: If checked, users will still be able to change their answers even after the form has been locked. See more about locking forms in the “Other Functions” section.

5. Email Notifications: Select the settings for emails surrounding this form.

   1. Send e-mail on completion: If checked, the Owner (set above) will be sent an email every time a user completes the form.

   2. Send e-mail on edit: If checked, the Owner (set above) will be sent an email every time a user changes an answer on the form.

6. Entitlements: Set the Entitlements for this form. If nothing is changed, the site defaults will be used.

   1. Print Blanks: These users will be able to print a blank copy of the form to be filled out on paper

   2. View All: These users will be able to view all users' answers to this form.

   3. Enter All: These users will be able to enter or change answers to this form on behalf of any user.

   4. Administer: These users will be able to make changes to this form including adding and removing questions.

   5. Analyse: These users will be able to perform analysis on the answers to this form. See more about Analysing Forms in the “Other Functions” section.

7. Introductory Text: This text will appear at the top of the Form. This can be a short description of the Form, or instructions of how to fill it out.

8. Questions: Set all the questions for the Form.

   1. Add Question: Click to make a new question on the Form.

   2. Question Text: The main body of the question.

   3. Short Name: A short name for the question that can be used to identify it easily.

   4. Asterisk: If clicked, this will make this question mandatory.

   5. Type: Select the answer type for the question:

      1. Text: A single-line text box into which the user can type any text. You can set the limit of the length of the answer.

      2. YesNo: The user can select yes or no.

      3. YesNoMaybe: The user can select from yes, no or maybe.

      4. Option: The user can select a single option from a list.

         1. Add option: Click this to add an option and type it in the box.

      5. List: The user can select multiple options from a list.

      6. Integer: A text box into which the user can type any whole number.

      7. Date: A calendar from which the user can select a single date.

      8. Currency: A text box into which the user can type any valid monetary amount.

      9. Double: A text box into which the user can type any decimal number.

      10. User: An auto-complete text box from which the user can select a member. Note: Anyone filling out this question will have to have the appropriate entitlements to look up members. If the public will be filling out this form, they won’t be able to look up users, regardless of the settings in entitlements.

      11. Document: The user can upload a document to be submitted as part of the form.

   6. Options: Set the advanced options for tis question.

      1. Visible to member: Choose if this question will be displayed to members on the form or be hidden.

      2. Editable: Set whether the question can be answered by members or only by admins.

      3. Depends on question: You can make this a sub question of another question. This only works for YesNo questions and this question will then appear if the answer to the original question is “Yes”. For example, you could ask “Would you like to play for one of our league teams?”, if the user answers yes, they will then be asked “When are you usually available for matches?” and be given either a text box or a list of options.

   7. Make Obsolete: If this question is no longer required, but has been answered, you can make it obsolete which means it will still exist but not be shown to users when they fill out the Form.

   8. Delete: Click to delete this question. Note: The question won’t be fully deleted until the form has been saved.

9. Re-order questions: Click to drag the list of questions into the desired order. Click “OK” to save the new order.

10. Save & Continue: Regularly click this to save any progress on the Form.

11. Save & Close: When you have finished working on the Form, click this to save the Form and return to the Forms Manager.

12. Repeat these steps to make all Forms. Make use of the green “Copy” button when making a similar Form.

Other Functions

Lock Form

Forms can be locked in order to prevent new completions. Depending on the settings, this may also limit if users can change their answers to the form.

To lock/unlock a Form:

1. Navigate to Forms > Forms Manager.

2. Click the padlock next to the appropriate Form.

Move Questions

Questions can be moved from Form to Form to help reduce the likelihood of duplicate information in different Forms.

To move a question:

1. Navigate to Forms > Forms Manager.

2. Click “Move Questions” next to the appropriate Form.

3. Complete the wizard:

   1. Target Form: Select the Form you are moving the questions to.

   2. Questions: Select which questions you are moving. If a question is dependent on another question’s answer or a question is dependent on it, that question must be moved too.

   3. OK: Once happy, click “OK” to move the selected questions to the new Form.

4. Repeat steps to move all questions.

Amend Answers

Amending Answers allows administrators to edit or set answers for any given user. This can be useful when chasing users to complete a form as you can complete it on their behalf.

1. Navigate to Forms > Forms Manager.

2. Click “Amend Answers” next to the appropriate Form.

3. Locate the user you want to change their answers, possibly using the search bar.

4. Change their answers.

You can save a view of certain search/filters to come back to at a later date. Help on views can be found here: Views

Analyse

Once members have filled out a Form, you may wish to look at their answers in order to influence a decision or get feedback. There are a variety of ways that you can Analyse the answers.

Answer Table

The Answer Table is similar to the Amend Answers, but you will only see completed answers to the Forms that have been completed. To access the Answer Table:

1. Navigate to Forms > Forms Manager.

2. Click Analyse > Answer Table next to the appropriate Form.

3. Filter as you see fit and then see the answers that have been given.

You can save a view of certain search/filters to come back to at a later date. Help on views can be found here: Views

Charts

Charts can be a very easy way to visually see how users have answered questions in a Form. This is especially useful for Forms being used as polls.

1. Navigate to Forms > Forms Manager.

2. Click Analyse > Charts next to the appropriate Form.

3. A Chart will be shown for each YesNo, Yes,NoMaybe, List, and Option question on the selected Form.

You can save a view of certain search/filters to come back to at a later date. Help on views can be found here: Views

Queries

You can create Queries to find users who answered questions in particular ways. This guide will help you create Form Queries: Form Queries

Print

You can print all the completed versions of a Form, if you want a PDF or hard copy.

To print:

1. Navigate to Forms > Forms Manager.

2. Click Analyse > Print next to the appropriate Form.

3. If desired, filter the completed Forms using the search bar, and filters.

4. Right click on the page and select “Print”.

5. Follow your browser instructions to print.

Blank

Sometimes you may want to provide a paper copy of a Form to be filled out. To do this:

1. Navigate to Forms > Forms Manager.

2. Click “Blank” next to the appropriate Form.

3. Right click on the page and select “Print”.

4. Follow your browser/printer instructions to print.

Email Users

You can email a Form to members to prompt them to complete it. To do this:

1. Navigate to Forms > Forms Manager.

2. Click “Email Users” next to the appropriate Form.

3. You will be taken to the “Send an Email” page.

4. Select who to send the email to.

5. Make any changes to the message.

6. Click “Send”.

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