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 Optional Extras or a Master Form associated to all Optional Extras.
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
Creating a Form for Optional Extras
Step 1: To apply a standard form to all Optional Extras, select ‘Master Form’ from the drop-down list next to ‘Build/edit form for:’ then pick the relevant fields from the list on the left-hand-side.
Step 2: To create a question not on the pre-set list, click on ‘Create custom fields/statements’ link. 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 clicking 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 cannot 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.
Creating Different Forms for Different Optional Extras
To create a different form (separate from the Master Form) for a specific Optional Extra, select the Optional Extra from the drop-down list and edit.
Once you change and save the form, that form then becomes independent of the Master Form. Therefore, if you subsequently make a change to the Master Form it will not affect the new independent form.
Please note - the one exception to this is 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 Optional Extra
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 to it will be permanently deleted from the system.
Inserting ‘Optional Extras’ into Forms
If you have any ‘Optional Extras’ created you can make them visible for selection on your form.
To do this, follow these steps:
Step 1: When in ‘Forms’, scroll down the left-hand side of the page until you see ‘Select group(s) to appear on the form:’.
Step 2: Next, scroll down the list until you find the Optional Extra you wish to add. Once you have found it, select the tick box and it will appear at the bottom of your form for selection.
Step 3: If you want the Optional Extra to appear somewhere other than at the bottom of the form, drag and drop it to where you would like.
Step 4: Click ‘Save and Finish’ and your Optional Extra will be available for selection on your form.
Please note - different forms can feature different Optional Extras. So, if you want to give the option for adults to buy a Large T-Shirt but Juniors to only see child-sized T-Shirts, you can.
These Optional Extras will appear in the registration form (if you are publishing the forms for prospects to sign up to – see below) and in the login. People can select the Optional Extra and if there is a cost associated, pay.
Publishing Forms for Online Registrations
You can define which Optional Extras can be made available for registration - this option can be found the bottom of the Registration Form page. Simply, tick the Optional Extra names you want to appear on the registration form group drop-down.
Terms and Conditions / Code of Conduct
To set your Terms and Conditions, Code of Conduct or both, follow these steps:
Step 1: Hover over the ‘Registration page’ icon in ‘Forms’ and select ‘Add acceptance terms’.
Step 2: Input the wording you would like to appear.
Step 3: Click ‘Save’.
Please note: This will only appear on your registration pages and will automatically be made mandatory. If you would like to record the date this was accepted or have it viewable from the contacts online account, we would suggest using an acceptance field instead.
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.