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Table of Contents
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Overview
FormBase is a common add-on for sites that allows users to collect form data. Typically Club Admins have limited functionality for managing the FormBase. If you wish to have more control and editing capabilities for your forms, please reach out to your Customer Success Manager for more details. This guide will break down all the information needed for Creating and Editing Forms.
Required Permissions
Admin
Accessing FormBase
FormBase can be accessed by using the Admin Dashboard or by using the Admin menu item in the navigation.
FormBase Interface
Clicking on "FormBase" will open a list of forms and provides several options.
Option | Description |
|---|---|
View Form Templates | Switch to the list of templates for forms |
Edit Questions | Edit the questions available for forms |
Form Reports | Create and edit reports to view the results |
Delete | Deletes the form |
Edit | Opens the options for editing the form |
View | Shows a preview of the form DO NOT use this link when sending to members. This is a preview only and does not include a submit button. |
Results | View form submissions and statistics. Can also export results from here. |
Creating/Editing Forms
Clicking on the “Add New” link will create a new form. Clicking “Edit” next to any for will allow you to edit the form. Either option opens the dialog below where you can configure several settings.
Option
Description
Title
Sets the form title.
This is used in the form listing and reports
Form Category
Assigns the form to a category for easy sorting
Form Link
The live link to the form
*this option does not appear until the form is initially saved
Header HTML
Sets information that displays above the form
*this option does not appear until the form is initially saved
Footer HTML
Sets information that displays below the form
*this option does not appear until the form is initially saved
Confirmation HTML
Sets the information that displays after a user has submitted the form
*This option does not appear until the form is initially saved
Form Width
The width of the form.
Can use percentage or pixels
Form Align
Sets the form alignment
Form Spacing/Padding
Sets the spacing and padding of the form area
Submit Button Text
Sets the text of the submit button
Default is “Submit”
Enable as a Public Form
Check to allow non-members to submit the form
*Use Template questions for first name, last name, and email address. Otherwise, form results will appear to come from “Public User” instead of the name of the person that submitted the form
Display CAPTCHA for Submission
Enables CAPTCHA to prevent bots from submitting public forms.
Users Can Submit Form One Time Only
Uncheck to allow users to fill out the form multiple times.
Allow Users to Edit Their Input Once Submitted
Check to allow users to edit their answers
*Does not work if users can submit more than once
Show *Required Questions Text
Check to show warning in footer about required questions
Show Complete Another Form Button on Confirmation
Check to show a button the confirmation screen that allows users to complete another form
Collect Credit Card Info
Configure options to collect payment information via the form
Enable Member Picker for Admin Submissions
Check to allow admins to fill out the form for other users
Auto Launch Member Picker if Enabled
Check to automatically show the member picker instead of requiring admins to select it when the form loads.
Formulas
Configure the formulas for the form (more on this in a later reading)
*This option does not appear until the form is
initially saved
Edit Keys
Edit the keys for the form. Keys require the user to provide a particular code in order to submit the form.
*This option does not appear until the form is
initially saved
Admin Email
Email notifications go to this email address(es) specified here. For multiple names, separate with semi-colons and a space.
*Required to Save the form upon creation
Anti-Spoof Email
Put an email address here to prevent email security at the club from blocking notification emails to the admin.
Notification Email Criteria
Use to set criteria for who receives the notifications. Can be used to send notifications to different admins depending on how the form is filled out.
Send Email to Admin on Submission
Check to send notification emails to admin listed in Admin Email/Email Criteria fields
Admin Email Sent from User Address
Check to set email notifications to go to the admin email from the user's email address.
Send Email to User on Submission
Check to send a confirmation email to users when they submit the form.
*If form is public, use template question to capture public user emails
Include Submission Details in Admin Email
Check to include the form details in the email notifications that go out to admins.
Include Submission Details in User Email
Check to include the form details in the email notifications that go out to users.
Submission Details Format
Set the format for the submission details if either of the above two options are checked. Options are:
Carbon Copy of Form, which sends an exact duplicate of the form - including it's layout.
Lined with All Questions, which sends a copy of the form with all questions, line by line
Lined with only Answered Questions, which sends a copy of the form with only the answered questions, line by line
User/Admin HTML Email
Sets the HTML for the user and/or admin email notifications.
*This option does not appear until the form is
initially saved
User/Admin Email Subject
Sets the subject for the user and/or admin email notifications
User Text Only Email
Sets the plain text version of the user notification email.
Adding Sections
Edit Sections
Clicking on the "Edit Question Layout" button will open the layout editor for the form where you can add/remove/configure questions.
Before you can add questions to the form, you must add at least one section to the form. Do so by clicking on the "Edit Sections" link at the top of the layout editor.
This will list all existing sections (none for new forms) and allow you to add others. Click on the "Add New Section" link to add a new section, give it a name, and configure its properties.
Section Settings
After you have added a section, you can configure its options
Option
Description
Section Name
The name of the section
This is required, it creates a styled header for the section
*If you do not want a header bar, you can use the space bar to create a nameless section
Width
Sets the width of the section
Cell Padding
Sets the cell padding for cells inside of the section table.
Cell spacing
Sets the cell spacing for cells inside the section table
Question Cell Align
Sets the alignment attribute for the cell that contains the question text
Answer Cell Align
Sets the alignment attribute for the cell that contains the answer field
Question Cell Width
Sets the default width of the question cell.
can be overridden in the question settings.
Managing Questions
Introduction
Questions are not created on a per-form basis. Rather, you create questions globally and use them on any form you create for the site.
Because of this behavior, adding/editing questions requires special care/attention to avoid changing questions on all forms or removing data.
Clicking on the "Edit Questions" link on the main FormBase page will bring you to the questions page. Here you can search through, edit, or add questions.
Adding Questions
If the question you need to add does not exist or you need to create a new question for some other reason, click on the "add New Question" link.
This will bring up a dialog where you can choose the question options.
The default question is a text box, but you can choose from the following options:
Option
Description
Text Box
Creates a question for storing generic text/numbers/symbols.
Can be adjusted to accept only certain input (e.g. numbers, zip codes, phone numbers)
Text Area
Creates a question for storing larger amounts of text/numbers/settings
Date
Stores a date
Question displays as a date picker.
Check Box
Creates a single Question that users can check or not.
Dropdown List
Creates a dropdown list full of options that users can select.
Options are added via question settings.
Users may select a single option.
Check List
Creates a list of questions with check boxes next to them.
Options are added via question settings.
Users can select multiple options.
Radio Button List
Creates a series of radio buttons.
Options are added via question settings.
Users can select a single option.
Single Select List Box
Creates a list box with the specified options.
Options are added via question setttings.
Users can select a single option.
Multiple Select List Box
Creates the same as above, but allows users to select multiple options.
Template Question
Creates special questions that are used to capture certain information.
The most common example is email address. Email address must be collected as a template question on public forms if notifications are sent to the user.
Editing Questions
To edit questions, click on the pencil icon next to any of the questions. This will open up the dialog with the question settings.
Any of the question settings can be changed, including the question type. However, changing the question type will delete all existing answers for a question - from any form.
Make sure that all of the data pertaining to the question is backed up in all forms that use the question before changing the question type.
Categories
To make browsing and sorting easier, questions can be assigned to categories by using the Category field in the question.
Use the dropdown list to choose an existing category, or click "Edit Categories" to add a new one.
Adding Questions
Editing Question Layouts
Once you have added one or more sections to the layout, click on the "Return to Questions" link to return to the interface for adding questions to the form.
First, select the section that you wish to edit by clicking on the dropdown next to "Select the Section to Edit". Once you have it selected, you should see either a blank canvas (as in the screenshot above) or the existing layout (if you are editing an existing form).
Adding Questions
Form layouts rely on tables, so you will be adding rows and columns to the form and then assigning questions to each cell.
Start by clicking on the "Add Row" button to add a row. This creates a single cell.
To add a question to the cell, select a question from the "Select a Question to Assign" dropdown and click on the "Assign to Row x, Column X" link in the cell you wish to assign the question to.
When you click on the "Select a Question to Assign" dropdown without selecting a category, you will see a list of all of the available questions for the club. Questions are sorted by the date added, so if you added new questions, they will be at the bottom. If you assigned your questions to categories, you can use the "Question Category" dropdown to select a category and filter the "Select a Question to Assign" dropdown.
At the bottom of the question selection is the option to add a Mini-HTML Section. This is not a question, but a placeholder for arbitrary HTML. You can insert any content that you wish in here.
Editing Question Settings
Each question can be customized after being added to the form.
Click on the "Edit" button in the question cell to edit the question properties.
You can edit the following options (for most question types):
Option
Description
Question Control
The default value for the question.
Can be either an absolute value (e.g.,
'jtowers@clubessential.com') or a snippet
(e.g., ##EMAIL1##).
This is useful for prepopulating forms for
members when the information appears in
their profile.
Click on the "View Snippets" link to view the
available snippets.
*This option is not available for template questions
Question Style
CSS style to apply to the table that holds the question.
Horizontal Alignment
Set the horizontal alignment for the cell that holds the question table.
Vertical Alignment
Sets the valign attribute for the cell that holds the question table.
Cell Ratio
Sets the ratio of question text to answer field in the question table.
The default is 35/65, which means that the cell with the question text has a width of 35% and the cell with the answer field has a width of 65%.
This setting adjusts this ratio so you can make fields smaller or larger depending on the length of the question text.
*Set the question at 0/100 to hide the question text and show only the input.
*You can combine this with Mini-HTML sections for greater control over the question text's position and styling.
Enabling Paycloud Payments
Many functions and events such as regattas and summer camps require payment to attend. Form Payments enhance the user experience as both members and non-members alike can make a payment at the same time as filling out a form.
Please contact your Customer Success Manger for assistance in configuring
Within the Payment Setup window, click the drop down for Collection Type and select PayCloud Payment.
The Payment Method Criteria checkbox can be used if the form has certain conditions that need to be met if payment is needed. For example if there is an option to pay online or pay by check, the Paycloud payment option will only appear if pay online is selected.
Select the checkbox for Use Payment Method Criteria and click Add Criteria.
Within the Edit Criteria window, select the Section of the form, the Question itself, and which Criteria to enable the payment; Pay Online or Pay by Check.
Please note: Any type of question can be used, however it is recommended to use a checkbox or radio button for easy selection.
Click Save.
Under Payment Setup, the following section can be left alone as these options are not used in Paycloud.
Set the Get Value From Form checkbox to enable PayCloud to pull the payment amount directly from the form.
Please note: If left unchecked, the payment amount will display to users as a field where any amount can be input. If a specific amount is desired, select the Section and Question of the field where the amount should be pulled from. Once finished, select Save.Additional FormBase Resources
Enterprise FormBase - Creating & Editing Form
Enterprise FormBase - Managing Form Sections
Best Practices
FAQs
