What is it?
Forms are used in Oasis to collect and process payment, process membership applications and renewals, register event attendees, and collect survey information. A form can be used for both membership and event registration, and this article walks through the different aspects of creating a new form with either options.
- Create a New Form
- Adding Form Elements
- Form Settings
- Form Sections:
How to Access
Forms are created and edited under Forms > Form List
The "Edit", "Take This Form", and "..." buttons will appear per form when your cursor hovers over them. The "..." turns into the additional options to "Copy" and "Delete". Please note, a form with a submission cannot be deleted.
From the Form List, you can also create Labels to help organize your various Forms. To add a label, simply type it in. If it's an existing label, you can select from the drop-down; for a new label, just finish typing and press enter. This will not only apply the label, but also save it to the list of labels for future use.
Whenever labels are added, they will also populate in the Label Menu so you can filter your Form List by a label topic. If you only want to see forms assigned as "Membership", for example, you need only select that filter.
You are also able to Edit and Delete your Labels by clicking on "Manage Labels", in case a typo sneaks in, or you find you no longer need a particular label.
Create a New Form
1. To begin, select Create New Form.
2. In the modal window that appears, name the form, provide it a description (optional), and choose whether the form is used for membership, event registration, both, or neither. For example, a survey form would not be used for membership or for event registration. Checking the boxes here isn't locking in functionality - it's pre-configuring the option to have the membership and/or event sections on your form.
3. Click Save.
Adding Form Elements
Built-Ins: Built-ins are Attributes within your database. Drag and drop a built-in to add it to your form. Built-ins are dynamically linked to database profiles. When a new user fills out a built-in field on the form, the information will be filled out in the user’s database profile.
Custom Attributes: Custom attributes created within your database. Drag and drop a custom attribute to add it to your form. Custom attribute are dynamically linked to database profiles. When a new user fills out a custom attribute field on the form, the information will be filled out in the user’s database profile.
Form Fields: Fields collected on the form and stored within the form submission record. Form fields are not linked to database profiles, but will be exportable in the form submissions.
Presentation: Presentation form elements affect the visual layout of the form.
With a form element selected, you can edit the element within the element properties tab of the form editor.
The form builder is designed to take the Admin through the form build chronologically as the member will experience it. The form will go top down, and outside of the Name and Address fields, all fields will be laid out in a one-column layout as a best practice.
- Form Name: Name of the form that will display on the form page and internally.
- Form Description: A form’s description displays in the form editor for admins.
- Form Alias: The form’s alias is how the form will be directly accessed by Admins and members. For example, your-domain.com/2015-conference-registration. In this example, “2015-conference-registration” is the form’s alias.
- Publish Form: Toggle this option to ON when the form is ready to use.
- Enable form expiration date: Toggle this option to ON and set a date if you want the form set to inactive automatically on a specified date. NOTE: The form will be active through the date specified. An Expiration Date of 09/30/2017 will become inactive on 10/01/2017, when the end-date is through.
- Permissions: Click Edit Group Permissions to set the Groups that have permission to use the form.
- Date-based Pricing: Click Add a Date-Based Pricing Rule to create date-based pricing for early-bird specials or late registration rates.
- Discount Codes: Click Add Discount Code to create discount codes that override all other pricing on affected fields.
- Forward URL: Enter the URL to forward users to at the end of the form.
All form functionality will take place in the sections on the righthand side of the form.
We recommend enabling the login section unless the form is an anonymous type form, like a ballot or anonymous survey.
- Existing Users: will allow existing members to log in
- New Users: will allow non-members to access the form
This section handles applications (for non-members), renewals (for people who are in their renewal period), and will not display either option for members in good standing who are not up for renewal. The form will handle both individual and organization memberships.
Text within each section in the Membership section is able to be customized by clicking into the box and using the WYSIWYG on the left.
For new members joining, you can configure which Member Types are available for them to join.
After choosing the Member Type, Membership Options and Auto Renew will display if applicable.
If the application form is being used by individuals and organizations, you can add specific fields to the organization area that you want to capture for the organization, and specific fields you want to capture for individuals.
Fields with a silhouette indicate that they are tied to an attribute. Fields with a red asterisk are required.
When adding address or phone number fields to the individual section, use the Labels on the left under properties to determine which options show. For example, if you want both the Work and Home address to display, set both labels to "Available."
The event section can be added after a form is created under Add Form Elements.
Inside Element Properties, choose the date of the event.
Choose whether you want to Require at least one registrant for the event. A form can have multiple event sections, so you may want to require one registrant for one, but make the others optional.
You can also choose to limit the number of registrants for the event. This will limit the total number of registrants. If there is a cap in place, a small timer will display when a person registering through the form becomes inactive for 1 minute letting them know that their submission will become inactive.
Underneath this section, you can also choose what happens when the registrant limit is reached.
Next, if the form is available for organizations, you can toggle ON the option to Allow key contacts to register linked profiles.
You can also toggle ON the option to allow Guest registrants. Guest registrants are event attendees that are not members. Here you can set a limit on the number of guest registrants allowed in one submission.
If you would like the form to Create prospect profiles for guest registrants, toggle that option ON.
Finally, if you would like for guest registrants to receive Public/Prospect pricing instead of Member Type pricing for their registration, you will turn the "Prevent guests from receiving member type pricing" toggle to ON.
After configuring the Properties of the event section, drop the appropriate custom and built-in attributes, as well as any form fields or presentation elements you like.
This section includes an area for the member to enter any Discount Code and you may enable Summary Fields. If you click ‘Properties’ in this section, in the element properties on the left, you can choose to Add/Edit Summary Fields to configure the fields that appear in the Summary so that the member may review what they entered before moving on to the payment section.
This section includes credit card payment fields. The Name and Address sections will pre-fill with information captured in the Membership section. If you click ‘Properties’ in this section, you can add the Payment Processor and Invoice Template.
This section includes the confirmation page that will be seen once a member submits the form. Just click on the section to edit the text in the Element Properties. If you click on ‘Properties’ in the section, you may enable the confirmation email, which can go out automatically once a member submits the form.