Forms

Activity Messenger has a full form engine allowing you to create waivers, surveys, registration forms and subscription forms. We provide you with these features:

  • Forms are HTML pages optimized for smartphones and tablets but work just as well on desktop computers.
  • Forms have unique shareable URLs. You can add buttons on your website to point to them.
  • Forms can also be sent by email or text message. By creating a message template, you can attach multiple forms to an email or text message.
  • Filled forms are collected and kept in Activity Messenger.
  • With powerful search and filtering options you can group answers by class. You can even identify who in a class has not filled a form or waiver.
  • Forms are saved in PDF documents and sent to the respondent after they have filled it for their records.
  • A form can be filled multiple times by a respondent. Activity Messenger keeps the full history of filled forms for each person.
  • Forms have standard fields you can turn on or off. Including name, email, mobile, gender, date of birth, other phone, address, children, and other parent.
  • You can add extra questions using checkboxes, radio buttons and text input boxes.
  • Forms may have an electronic signature.
  • You can export filled forms to Excel

# Creating a form

To create a form, click on Forms, Create. Give it a name, optional description and choose the type of form to create. Choose Custom Form to have full flexibility.


# Form sections

Click on the Configure tab. On the right is a preview of the form. On the left are configuration options.

A form has 7 distinct sections. Some are optional while others are mandatory.

  • Logo: Your organization logo.
  • Image: An optional image.
  • Title: The title of the form with potential subtitle and introductory text.
  • Standard form fields: The standard fields or questions to ask the respondent.
  • Terms and extra questions: A block of text that may include extra questions.
  • Acceptance: A submit button. Optionally you may include an electronic signature and allow opt-out of marketing communications.
  • Footer: The footer with information about your organization. The same footer used in emails you send from Activity Messenger.


# Standard form fields

All forms have standard fields that can be toggled on or off.

The name and email fields are mandatory. The email is used to identify a respondent. The mobile field is always asked but can be optional.

You can customize the label of certain fields. For example the "Name" field can be changed to "Participant".

The Children field allows you to create child forms. You can require one child or allow the parent to specify multiple children.

You can ask the parent to provide information about a second parent.

Activity Messenger is a communication platform and has a complete ubsubscribe mechanism for respondents to opt-out of marketing communication. You can include a checkbox for parents to opt-in to marketing emails and text messages.

You can require that the respondent ditigitally sign before submitting the form. This field is mandatory for waivers.


# Terms and text

The Terms and text box allows you to write rich text. For waivers you can directly copy and paste terms from a Word document. Activity Messenger will carry over the rich formatting.


# Extra questions

Along with terms and text, you can insert extra questions. Using the placeholder menu, you can insert required or optional checkboxes, radio buttons and even free text inputs. In the editor they are rendered as yellow placeholders. When you save and close the dialog, the preview will transform those in real form inputs.

This short video demonstrates how to insert a text input, YES/NO radio buttons and a required checkbox.

Checkboxes

A checkbox is useful to accept a condition. If you use a required checkbox {[x]*}, the user will not be able to submit the form without checking the box. An optional checkbox {[x]} on the otherhand, does not need to be checked.

There can only be one checkbox per paragraph. The text before and after the checkbox in the same paragraph will be reported as checked or not. It is recommended to put the checkbox at the start or at the end of a paragraph. The PDF and Excel report will report if the box is checked (Yes) or not (No).

Text inputs

An input allows you to capture free text. If you use a required text input {[____]*}, the user will not be able to submit the form without having it filled. An optional text input {[____]} can be left blank.

There can only be one input per paragraph. It should be placed at the end. The text before will be used as the question. The PDF and Excel report will report the answer to that question.

Radio buttons

Radio buttons {(o)} allow you to present multiple choices. The user will be required to pick one in order to submit the form.

In a paragraph, the text before the radio buttons is the question. The text after each radio buttons are the answers. You can use Shift+Enter to have one answer per row and keep the radio buttons in the same pagraph. The PDF and Excel report will report the answer to that question.

Multiple choice checkboxes

You can use optional checkboxes {[x]} to offer the user multipe choices. In that case put the question label first, then a number of checkboxes listing options.

There must at least be one option. Otherwise it will be reported as a simple checkbox question. The PDF and Excel report will report the checked answers to that question in a comma separated list.

Note: Be sure to always put the label (question) and its input (answer) on the same line. To separate on two lines, you can press on Shift+Enter to keep them in the same paragraph. Activity Messenger can only associate a label to an input if they are in the same paragraph.

# Confirmation email

After the respondent fills the form, they will receive an email with the form they have filled as a PDF attachment. They can keep that for their records.

Expand the Communication section to configure those settings. By default Activity Messenger creates a confirmation message template for you. You can adapt it if you like.


# Bilingual forms

If you have billingual forms, create two versions. For example one in French and another in English. In the communication section, set the form language. Make sure to update the confirmation email to the proper language as well.


# Sharing the form

Click on Share the form. A popup will appear give you two options. You can copy the unique and shareable link of the form to put on your website. You can also send the form by email and/or text message.


# Testing the form

Click on Visit the form. It will open in another browser tab. You can fill in the form. After submission, you will receive a copy of the PDF by email. Go to the Respondents tab and click on Refresh. You will see yourself in the list. Click on the row to view the questions and answers, and even download the PDF document.


# Reporting

Forms, including waivers and custom forms, are reported on screen under the Respondents tab. You can also download the list of respondents to Excel.

Note: Activity Messenger uses the email address to identify a respondent. In the Respondents table, we will always combine multiple filled forms for one email in a single row.

Click on a respondent to obtain details of the filled form(s). A popup will show you questions and answers. You can also download the PDF


# Tracking people who have not filled the form

The Not filled tab allows you to find who has not filled in the form. For example against a class roster.

Select a list of people who should fill the form. The system will cross reference respondents and report on people who have not filled it.

If you require a form to be filled every day or every week, you can also check against a specific date range.

If you have a billingual form, you can include the form of the other language. The system will report who has not signed either forms.

Activity Messenger cross references the email of the respondent to determine if they have filled the form or not. In the case of child forms, it will also use the email of the second parent.

From here you can:

  • Click on "Send to people who have not filled the form". To email or text the form to these people.
  • Click on "Send the list to a colleague". To for example send an email to the coach with parents/children who have not filled the form before an event.
  • Download a report to Excel to process outside of Activity Messenger.
  • Find a person who has not filled the form by name, email or mobile phone.





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