LoveAdmin allows you to build customisable online forms that are used to store information about your contacts and for prospects to complete when registering online.
You can add, edit and view these forms under ‘Settings’ > ‘Forms’.
You can have different forms for different subscription groups or a Master Form associated with all subscription groups.
When creating a form, you are inputting the questions that will appear:
- When you add an individual person to the system
- On the downloaded spreadsheet used to import contact details into LoveAdmin
- On the online registration form
Editing a form.
Step 1: To edit an existing form, you first need to go to ‘Settings’ > ‘Forms’. If you wish to edit a form, choose which form you’d like to edit from the drop-down alongside ‘Build / Edit form for’. Alternatively, if your forms are linked to your ‘Master form’, any changes you make to your ‘Master form’ will change across all linked forms.
Step 2: To create a question not on the pre-set list, click on ‘Create custom fields/statements’ link. Whenever you create a question, it will always appear at the bottom of your form. You can move it by simply clicking and dragging the field wherever you want it to go. You can then write your question, decide whether it is mandatory and what type of answer best describes the reply:
Free Type – Single line – this option allows people to enter text and numbers freely. For example, a written reply such as a sentence or statement.
Free Type – Multi-line – this option allows people to enter text and numbers that require a longer answer freely. For example, a field for medical information.
If you anticipate the answer being long, select the ‘Multi-line’ option.
Multiple Choice – set how many answers people can choose from by clicking on the ‘Add More +’ button.
With this option, you have the choice of selecting multiple answers or just one.
Date – for date related questions, select this option so contacts can select from an interactive calendar display.
Acceptance – for any questions where you need agreement, then you can use an acceptance field. This field will also allow you to insert text, the system will display the question hyperlinked, the text can be read by people by click on the question.
Acceptance fields, when answered, will create a timestamp for when the answer was given. It will be displayed in the contacts online account, it can be added to tables in the ‘Contacts’ view or exported.
Step 3: If a field is mandatory, click on the ‘Mandatory’ tick box next to that field on the right-hand side.
You can define whether fields are for ‘Internal use only’ or ‘View only’ (i.e. people can see the field value but can’t edit it. For example, a membership number)
If your question is long or has an extensive block of text before it, you may want to insert a statement or input a declaration. There is an option to do so from within the ‘Create custom fields/statement’ box.
Step 4: If you already have a question on your form that you wish to change, click ‘Edit’ next to the field to make changes and when you are happy with your changes, click ‘Save’. You can only edit custom made fields.
Please note - If you change the property of a custom question (or statement). For example, the text of the question or answer type - this change will apply to that question whatever Optional Extra it appears in. If the answer type is altered from Multiple Choice to Free Type, you will lose the data previously associated to the multiple choice and vice versa.
Follow these steps to copy a form from another subscription group.
Step 1: First, select the form you want to build from the 'Build/edit form for' dropdown list.
Step 2: Next, select the form you wish to copy in the dropdown list, ‘copy form from’
Step 3: Once you are happy you have selected the right forms, click on ‘Copy Form’.
Your form will then be successfully copied.
Deleting Fields from Forms
To remove a field from the form, simply click on the ‘x’ found on the right-hand side of the grey box.
To permanently remove custom questions, click on ‘Edit’ in the grey box and then ‘Delete’.
Please note – if you delete a question, both it and the data associated with it will be permanently deleted from the system.
Terms and Conditions / Code of Conduct
To set your Terms and Conditions, Code of Conduct or both, follow these steps:
Step 1: Click ‘Create Custom Field / Statement’.
Step 2: Choose ‘Acceptance’ as your type of answer.
Step 3: Enter your Terms and Conditions within the large box at the bottom. Insert your question in the question field near the top, for example, ‘Please read and agree to our Terms and Conditions’. Write your answer(s) in the field in the middle, for example, ‘I agree’ and ‘I do not agree’. If you wish to allow more than one answer, click ‘Add more +’.
Step 4: One happy click ‘Save’ at the bottom.
Points to Note
If you have different forms for different groups, it’s best to create a Master Form first with common fields.
Once you’re happy with the Master Form you can start to customise forms for the different groups. You can quickly see all forms that are linked to the Master Form by clicking on the link icon next to the ‘Build / edit form for’ dropdown list.
When importing data into the system you first need to download the template. This template is made up of the fields in your Optional Extra. If you have a field in your form that is greater than 60 characters, for technical reasons, the field will not appear in the template. Keep this in mind when building your form.
There is also an option to create an abbreviation that will appear in the template. This abbreviation will also appear when the field is used on the register.
When creating custom questions, the name of the question must be unique.
Also, when editing a custom field/statement, the change will apply wherever that field/statement appears - for example, if you make an edit to a custom question on the Adult form, the change will also show on the Junior form if it is used there too.