How to Create / View Custom Forms

How to Create / View Custom Forms


HOW TO CREATE A CUSTOM FORM

STEP 1: Click "Manage Forms" : Admin Console:  Homescreen - Under "Quick Access"


  • To Create A New Form:
    • Click "Add Item"

    • GENERAL INFORMATION:

      • Add Title

      •  "Requires Log In" - Optional function, however if guests are logged in, the summary of form submissions will contain the names of those that submitted the form instead of seeing N/A and clicking into each form to determine who submitted the form.
      • Once Guests are logged in, they will not be prompted to log in additional times.  Unless they click "Log-Out" they will stay logged into the app moving forward

      • "Add Form Disclaimer" - Opportunity to add additional context around the form being completed.
      • Disclaimer Required - Opportunity to prompt the guest to click "Agree" to the terms set forth in the disclaimer and agreement
Use Case:
If it is form that users can submit photos within of an activity or event, the disclaimer can include text around the guest agreeing to release the photos to you (as the Administrator) and you (the Administrator) can use any photos submitted to be used for marketing purposes.

    • FORM CONTACTS:

      • Enter any number of email addresses or phone numbers of those who will be notified when forms are submitted.

      • Examples of a necessary time a phone number and email would be utilized: Time sensitive form submissions (Maintenance request forms or onsite event give-a-ways)
        • Emails will contain the information from the form - This is a NO-REPLY email - if you click Reply, the guest will not receive your response.
        • Text notifications of the form submissions do not include all of the form information. They simply are meant to notify the Administrator that there has been a form submitted.

    • FORM

      • Form Builder Capabilities:

        • Drag and drop capability to arrange the form in preference order.
        • Each field can be designated to be "required" or not.
        • Label: The "question" or requested information
        • Placeholder: The requested format of the answer
          • Example: Label: Name / Placeholder: First, Last
        • Type: The keyboard for the required response format.
          • Example: Number / Phone Number - The number pad on the phone keyboard will open and numbers can be entered.
          • Text Field - Letters and numbers can be entered
          • Email:  Email format opens / numbers and letters can be entered
        • Save Entered Value For Future Entries -
        • Check this box to determine which fields content should be saved.   The next time the user completes a "saved" field, the content will auto-populate.
Example: Commonly saved fields: Name, Phone, Email address.  
            
  1. Form Building Options
    1. Header - Appears in the header color - makes an effective section break throughout the form.
    2. Text Field: Short answer questions (Name, Email, Phone etc.)
    3. Date Picker:  Choose a specific date
    4. Time Picker: Choose a specific time
    5. Text Area: Allows the user to submit a long response or questions through the phone
    6. Select: Multiple Choice builder.
      1. Enter Label / Enter Placeholder
      2. Option 1 - Enter option 1
      3. Option 2 - Enter option 2
      4. Option 3 - Enter option 3
      5. Click the "+" to add more options / Click the "x" to delete options
    • Option 1 Email - Optional Field - Allows you to enter an email to notify them if "Option 1" has been selected. 
      • Form Contacts will receive every form submitted.  Multiple Choice emails will only receive the form if their option was selected.
  1. Date Picker:  Choose a specific date
  2. Time Picker: Choose a specific time
  3. Text Area: Allows the user to submit a long response or questions through the phone
Usage Tips:
    • Header: Will appear in your App "Accent" color and creates a good break in long forms
    • Text Field versus Text Area versus Paragraph
      • Text Field is used for short question / short answers (ex. Name)
      • Text Area is used for short question / longer answers (ex. Additional Comments or describe the maintenance request)
      • Paragraph is used for long questions or statements that are within the form.  If you have a Yes/No question with a long statement of items they are agreeing to: 
        • Put the statement in the Label field of the Paragraph 
        • Delete the Placeholder text so it is blank
        • Add a "Yes/No" box below this so the user/guest can read all of the text of what they are agreeing to and then click Yes or leave for No
      • Multiple Choice: Report an Issue Form - Which department is this for? Choose Housekeeping, Front Office, Management, etc and include a contact email so they will be notified if they are chosen to expedite resolving the issue reported.


HOW TO VIEW FORM SUBMISSIONS (IN THE ADMIN CONSOLE)

  • Click "Manage Forms" from the Homescreen
  • Click the "Clipboard" icon next to the form 


SUBMISSION LISTING:

  • N/A - Indicates a form submitted, user is not logged into the app.
  • Names listed - Indicates the user is logged into the app.
  • Date and Time of Submission included.





  • Click the line item to view the submission
  • If a digital signature was captured - Click "Download PDF File"


SAMPLE PDF 





COMPLETE / ARCHIVE THE SUBMISSION:

  • Check Mark or Click "Completed" - Mark the submission as completed and the submission is archived.
  • "X" or Click "Denied" - Mark the submission as denied 
    Use cases: Maintenance requests -
    • Check mark as completed "Saw the request and resolved the issue"     
    • X - Saw the request and did not resolve the issue

    Note - Users will not be notified when an Admin checks the "Complete" or "Denied" option.
  • Items are "Archived" and can always be accessed.
CUSTOM FORM EXPORT:
  • Export Data- Any list can be exported into an Excel spreadsheet
  • Export Files - All photos submitted via a custom form are pulled into a Zip File.

HOW TO VIEW FORM SUBMISSIONS (TEXT / EMAIL / ADMIN CONSOLE):

  1. Email: View the full form submission  
    1.  Note that the Email is a "Non-Reply" Email

  1. Admin Console: View the full form submission, including the PDF of digital signatures
  1. Text Notifications : The text notifications received when a form is submitted are meant to be a notification tool only.  The entire form submission may not be visible within the text message.
  2. The amount of text visible is dependent upon the mobile phone provider.


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