Getting Started with Forms

Forms can be an incredibly powerful tool to help manage and organize event registrations, participation interest, feedback, and more. Forms allow churches to create custom forms for people to fill out. Entries can then be associated with the person's Breeze profile, allowing you to quickly see what forms an individual has submitted. 

Creating a Form 

When creating your form you will initially be asked what kind of form you would like to create. Each option is customizable, which template you select simply gives you a "starting" place to begin from. 

  • General Registration Blank
  • Choose a General Form Template to create a new form with the options of Name, Email, Phone, Address already included in the template. You can customize this form to include other options, this just provides a starting point for you to use.
  • Choose the Registration Form Template to create a customizable form, that includes Name, Email, Phone, Address, and a Payment Option.
  • Choose the Blank Form Template to Start from scratch! Completely build your form from the ground up. 

There are different options of Fields on the left that you can be added to the form you are creating to collect information from registrants. To add these options to your form, drag and drop where you would like them to appear on the form. 

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If you are looking to Update People from Form Entries you will want to ensure that there is an exact match of the following items between the profile fields (in your profiles) and the form:

  • Name & Spelling of the Field
  • Type of the Field
  • Order of the Options (if Dropdown, Multiple Choice, Checkbox, etc.

Form Field Options

Descriptions

Name Field that requests for both the First and Last Name of an individual. This field links directly to the Name field in a profile when linking form responses to profiles.
Phone Field that requests for a phone number. When linking form responses to profiles, this field merges with the profile's Mobile Phone field. If you'd like to collect a specific number it should be specified as such (i.e. Work Phone, Home Phone, etc.).
Email Field that requests an email address. This field links directly to the profile's Email field when linking form responses to profiles. This is where you can turn off the automatic email confirmation.
Address Field that requests an address. This field links directly to the profile's Address field when linking form responses to profiles.
Text Offers a placeholder for a text response.
Multiple Choice Gives form respondents the option to select one option specific to the field (i.e. favorite color, t-shirt size, etc.).
Checkbox Gives form respondents the option to select multiple options specific to the field (i.e. stewardship commitments, spiritual gifts).
Dropdown Gives form respondents the option to select one option specific to the field (i.e. favorite color, t-shirt size, etc.).
Essay Gives form respondents a place for more detailed text by providing space for multi-line responses.
Date A field for gathering a specific date (month/day/year).
Payment Allows you to collect a payment through your form with multiple payment options (i.e. child ticket - $5, adult ticket - $10, etc.).
File Stores up to 8mb files (i.e. photos, scanned documents, etc.).
Section Title Allows you to create distinguished section throughout your form. Can help with the clarification of different form sections and requirements.
Section Description Provides a description to each section letting users know what data is being requested as well as general information about the form. This field is HTML5 friendly, allowing you to include things such as hyperlinked text, pictures, embed videos, etc.

If you use multiple "Name" "Email", "Address", "Phone" fields and you do not rename them something like Person 1 Email, Person 1 Address, Person 1 Phone, the system will use the last Email, Address, Phone, Name field as the one it uses to connect and update the profile with.

Adjusting Form Settings

You will want to make sure that you also take time to Edit the Form Settings for the form you are creating. This can be done by: 

 

Sharing Forms

Note: Check out the full article on Sharing Forms.

Forms are able to be shared outside of Breeze or with Users of Breeze. How you share your form will depend on who you are wanting to be able to fill it out and respond. 

How to share a form outside of Breeze

Breeze forms are intended to be shared outside of Breeze. With this in mind, the "Forms" section of Breeze is meant for those of an Administrator/Staff/Volunteer-level to create, edit, share, and view form entries. This space is not intended to be used to find and fill out the forms. 
To share a form :

  1. Navigate to More > Forms.
  2. Click Share Form under the name of the form you'd like to share.
  3. Use one of the available options listed below to share the form:
    • Form Address - A link to the form that you can direct people to, email to others, and post to Facebook and other social media sites.
    • Link - Have your web developer include a link to the form from your website.
    • Embed - Embed the form directly on your website.
Forms cannot be embedded directly into an email. Your recipients will not be able to fill out and submit them from an email, it must be embedded into a website.
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How to share a form with members (users) inside of Breeze

Some churches would rather share a form with users in Breeze. It makes sense, your users have access to their own profiles in Breeze, and you would like them to be able to see available forms and fill them out in Breeze. This can be done! 

We will use Customized Profile Fields to share forms in Breeze: 

  1. Navigate to More > Profile Fields
  2. Drag a New Section form the left and drop it where you desire. We will label this Forms:. You can add a section description if you would like, explaining that these forms are current forms available for registration. 
  3. Drag a Text Field from the left and drop within the section you just created. We will label this field something that matches your form name (Ex. Prayer Requests). 
  4. Click Save Changes.

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Then we will,

  1. Navigate to More > Forms.
  2. Click Share Form under the name of the form you'd like to share.
  3. Using the Form Address - we will copy this option.

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After copying the form address, we will:

  1. Navigate to More > People
  2. Using the Action Panel on the right-hand side select more actions and then Update People
  3. Find the profile field you just created under the field option. 
  4. Paste the link of the form address in the text box.  
  5. Click Update.

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Understanding Form Entries

When people fill out a form their registration is kept under the form the filled out as a form entry. You are able to connect Form Entries With a Person in Breeze, Filter Form Entries, and more! 

View Entry

To view results of those who have filled out a form:

  1. Navigate to More > Forms.
  2. Click View Entries under the name of the form you'd like to view the results for.
  3. Click View on the list by the entry you'd like to view in more detail or click Download as Excel to download an Excel file of all of the data.

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Edit Entry

To edit a submitted form entry:

  1. Navigate to More > Forms.
  2. Click View Entries under the name of the form you'd like to view the results for.
  3. Click View on the list by the entry you'd like to edit.
  4. In the lower-left, click the Edit button, and make the desired changes.
  5. Click Save.

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Print Entry

To print a submitted form entry:

  1. Navigate to More > Forms.
  2. Click View Entries under the name of the form you'd like to view the results for.
  3. Click View on the list by the entry you'd like to print.
  4. In the lower left, click the drop-down arrow next to the Edit button.
  5. Select Print from the list.

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Download Entries

To download all the entries into an Excel file for a given form:

  1. Navigate to More > Forms.
  2. Click View Entries under the name of the form you'd like to download entries for.
  3. Towards the top right click the Download as Excel button.

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Delete Entry

To delete a form entry:

  1. Navigate to More > Forms.
  2. Click View Entries under the name of the form you'd like to view the results for.
  3. Click the delete icon to the right of the entry you'd like to delete.

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Reconnect Entry

To reconnect a form entry:

  1. Navigate to More > Forms.
  2. Click View Entries under the name of the form you'd like to view the results for.
  3. Click View on the list by the entry you'd like to view in more detail.
  4. Click the dropdown beside Edit and select Update Profile.

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Organizing Forms

You can quickly and easily organize your forms using Form Folders, and archiving old forms.  Form folders can help you structurally group forms together with other similar forms. And the archive option can help you remove forms from the main visual view of forms. You can move forms  into form folders by following these steps:

  1. Go to More > Forms
  2. Click the down arrow next to create new form and choose to create new folder.
  3. Name your folder and select create folder.
  4. Drag and drop your forms into the new folder

To remove a form from a folder it can be dragged and dropped into a new folder or into the general main section.

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To archive a form,

  1. Navigate to More > Forms.
  2. Click the archive icon (the file box) to the right of the form you'd like to archive.
  3. Click OK to confirm you want to archive the form.

To view archived forms and restore forms,

  1. Navigate to More > Forms.
  2. Click the drop-down arrow to the right of the Create New Form button.
  3. From the drop-down, select View Archived Forms.
  4. Click the restore icon to the right of the form you'd like to restore.

 

 

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