Registration Form
Tailor your online registration form to fit your needs with the new Form Builder
The new Form Builder lets you customize the predefined registration fields, along with adding your own custom questions!
Getting Started
You must have Site Setup privileges to edit your registration form
Head over to the Registration Form page. If this is your first time, a default set of options will be inserted for each section of the registration form.
Each section is shown on it's own page in the Parent Portal. For each of these predefined field sections, some questions can be disabled. Other required questions are denoted with an asterisk (*).
Sections
The form is split into several sections, each representing a separate page in the registration flow. Each section can have it's own custom questions, which allows for better clarity when asking related questions.
The existing form sections are:
Parent Contact Info
Parent Demographics
Participant Info
Participant Contact Info
Participant Demographics
Participant Medical
Participant Academics
There is a section prior to the Parent Contact Info that collects the parents primary phone and email address on account registration. You do not need to add these fields to the Parent Contact Info.
Custom Questions
Each question is tied to a field. Basic Fields are grouped by:
Text
Numeric
Choice
Date & Time
Each field has a set of standard options that can control how your question is asked. You can control the label, placeholder and description of every field.
Label: A short text to indicate the answer or question being asked. This will also be the column name when reviewing form results.
Placeholder: This is the grayed out value that is displayed in the field when the user has not typed a value. Useful for showing what types of values you are expecting. Note: placeholder is not not available for all choice fields.
Description: Use this field to ask your question in detail or provide more context about the question, in a way that could help get the best answer.
Along with those options, each field can be marked as required, which will require a response from the user to continue.
Modifying Questions
To add a new question, simply click on the ➕button within the section you want to add a new field to. When clicking the button, you can select which field you want to add. After selecting, the field editor will show.
Field Editor
Once a field is clicked or you add a new one, the field editor will show allowing you to customize the settings for that field.
Each field has a common set of sections. As well as the standard fields mentioned before (label, placeholder, description, required), each field may have a section to control which options are available to select - like the multiple choice dropdown shown above. Read more about the various types of fields.
Moving and Deleting Fields
Within a field editor, there are icons to move the question up or down, and another to delete. If an icon is grayed out, it is unable to move up or down. Locked questions, such as predefined fields are not movable or deletable.
Types of Fields
Predefined Fields
This is a unique field which controls a group of fields already created in the form. Each section has a set of predefined fields in which you can control to display on the registration form. Click on a predefined field section to open the editor on the right. Simply uncheck the fields you do not want to be shown, and click Save at the top.
Fields marked with an asterisk are required for functionality or by your parent organization.
Text Fields
Text fields are fairly standard. The value the user types into the field will be the value saved. Text fields are best suited for short, free-form tags, or a note.
Numeric Fields
Numeric fields are also pretty simple. They force the user to only type numbers, and optionally showing step buttons to allow the user to make small adjustments quickly. Numeric fields also have min and max number validation.
Choice Fields
There are several types of choice fields. They fall into two categories, single or multi select. A single select field (Dropdown, Select One) only allows the user to select one of many values, while a multi allows for one or more.
Single Checkbox is an exception as it only has one value. This field is best used for agreements, waivers, etc.
Adding Items to Choice Fields
Each choice field needs a list of choices for the user to select. When working with choices, use the ADD ITEM button to add a choice option to the field.
By checking the checkbox of that option, it will be set as the default value when a user visits the form.
Date & Time Fields
Date and time fields are simple just like text fields.
Single Date Field
This is text date field that allows a user to type in a date such as 11/3/2000. It will format as they type. This field is useful for dates such as birthdays, where the date is easier to type than it is to use a date selector.
Date Selecter
A date selector field will open a dialog to allow the user to navigate a calendar and select a date.
Time Selector
Just like the date selector, this field shows a list of formatted times for the user to select.
Date & Time Selector
This is a combination of the two fields.
Data
A form is tied to a constituent. In our registration form, multiple constituents (parent, participant) can be created. Each form has a raw table of results.
Where the power of the From Builder comes in, is allowing you to set custom fields and notes on the constituent in question.
For example, given our question from before with the t-shirt color, we can configure this question to be saved as a Tag on the participant.
We create a new Tag called Summer t-shirt color, set some predefined choices such as standard t-shirt colors (red, blue, yellow), and selected that tag in our field data section.
When you select a tag that has predefined choices, and the choices in your field do not match, OnTrack will warn you of potential inconsistencies in your data. This keeps your data clean and structured for when you go to report on it!
How data storage works
Every predefined field is stored directly on the constituent, e.g. first name. All other custom fields, should have a data selection to be able to view and report on this data later.
There are currently two types of data "destinations" that can be selected. Tags and Notes. Each form section is related to a specific constituent (parent, participant). Depending on which section your field is in, will determine which constituent the data will be saved to.
Each field has a unique identifier, preventing a duplicate value for the form submission to be created on the constituent.
Fields are not processed until the registration form is complete. Once a form is processed, the fields with a data storage selected will be handled, and the form will be complete.
This process gives us the ability to allow the user to pick back up where the left off, and to only process the result when the form is complete.
Saving to Notes
Notes are easy as they can accept any amount of length of text. You can set which category and priority the new note should have. The value of the response from the user will be the value that is saved on the note when it's created. Saving to notes is best suited for longer text answers, such as the Multi Line field.
Saving to Tags
Tags are in inherently more complex as they have features on them that can effect how a tag is stored.
Allowing Multiple
If a Tag is set to allow multiple values, a form field set to use that tag will create a new one. It will only create a unique tag for that form, given the unique field ID.
If a tag does not allow multiple values, the existing tag value will be overridden.
Multiple Values
When a field that allows for multiple choice is used, a list of values separated by a comma will be saved as one Tag. This is important when your tag has predefined choices and you go to run a report, you'll need to split the value by a comma. For example "Pencil, Paper, Pen".
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