Summary: Forms are a powerful tool to manage event registrations, gauge participation interest, collect feedback, and more! You can create custom forms and associate entries directly with a person's profile to track their submissions. This guide covers how to create, share, and manage forms and entries.
Before You Begin
Linking Form Responses to Profiles: If you want to automatically update a profile based on a form entry, there must be an exact match between the profile fields and the form fields in three ways: Name & Spelling, Type of Field, and Order of Options (for dropdowns, checkboxes, etc.).
Multiple Contacts on One Form: If you use multiple "Name", "Email", "Address", or "Phone" fields on a single form, you must rename them uniquely (e.g., Person 1 Name, Person 2 Name). If you don't, the system will only use the last field entered to update the profile.
Creating a Form
When creating a form, you choose a template as a starting point. All options are fully customizable.
Navigate to Forms on the top bar menu.
Click Create New Form and choose a template:
General: Includes Name, Email, Phone, and Address.
Registration: Includes Name, Email, Phone, Address, and a Payment Option.
Blank: Start completely from scratch!
Drag and drop the desired fields from the left menu to build your form.
Don't forget to click into your Form Settings to customize confirmations and notifications!
Form Field Options Reference
| Field Name | Description |
|---|---|
| Name | Requests First and Last Name. Links directly to the profile Name field. |
| Phone | Requests a phone number. Merges with the profile Mobile Phone field by default. |
| Requests an email. Links to the profile Email field. Controls automatic confirmations. | |
| Address | Requests an address. Links to the profile Address field. |
| Text/Essay | Placeholders for short text or multi-line detailed text. |
| Multiple Choice/Dropdown | Gives respondents the option to select one specific option. |
| Checkbox | Gives respondents the option to select multiple options. |
| Date | Gathers a specific date (MM/DD/YYYY). |
| Payment | Collects payments with multiple options (e.g., Child Ticket $5, Adult Ticket $10). |
| File | Stores uploaded files up to 8MB (e.g., photos, scanned docs). |
| Section Title/Description | Creates distinguished sections. The description is HTML5 friendly (hyperlinks, videos, etc.). |
Sharing Forms
Forms are primarily intended to be shared outside of the system, but you can also share them internally with your users.
Sharing Outside the System (Public)
Navigate to Forms.
Click Share Form under your desired form.
Choose your method:
Form Address: A direct link to email or post on social media.
Link: Code for your web developer to link from your site.
Embed: Code to embed the form directly onto a website page. (Note: Forms cannot be embedded directly into an email; they must live on a webpage).
Sharing Inside the System (With Internal Users)
Navigate to the Gear Icon on the upper right-hand side of the dashboard > Profile Fields.
Drag a "New Section" from the left. Label it "Forms".
Drag a "Text Field" into that section. Label it to match your form name (e.g., "Prayer Requests"). Click Save Changes.
Go to Forms, click Share Form, and copy the Form Address link.
Go to People, use the Action Panel to select Update People.
Find your new profile field, paste the form link into the text box, and click Update.
Managing Form Entries
When someone fills out a form, it is saved as an entry under that specific form.
Navigate to More > Forms and click "View Entries" under your desired form to perform these actions:
View: Click "View" next to an entry to see the full details.
Edit: Click "View", then click the Edit button in the lower-left. Make changes and click Save.
Print: Click "View", click the dropdown arrow next to the Edit button, and select Print.
Download: Click the Download as Excel button in the top right to export all entries.
Delete: Click the delete icon (trash can) to the right of an entry.
Reconnect to Profile: Click "View", click the dropdown arrow next to the Edit button, and select Update Profile.
Organizing Forms
Folders: Keep your forms grouped by navigating to More > Forms, clicking the down arrow next to "Create New Form", and selecting Create New Folder. Name it, and simply drag and drop your forms in or out!
Archiving: Keep your dashboard clean by archiving old forms. Click the archive icon (file box) to the right of a form.
Restoring: To view or restore an archived form, click the down arrow next to "Create New Form", select View Archived Forms, and click the restore icon next to the form you need back.