Saving, pre-filling, gating and closing a form

If you have very long forms, you can allow clients to save their work mid-way. You can also block guests from filling in forms and only allow returning clients. You can allow clients to connect to their account to pre-fill common questions. Finally, you can close a form when it is no longer used. Those options are available in the form designer's side panel:

Restrict a form to people on a specific list

Yes. You can restrict submissions to a selected recipient list. For example, a camp medical form can accept submissions only when the account-owner email belongs to a list representing that camp’s registrants. Sending the link only to those families is useful, but the form’s own List rule is what checks eligibility at submission.

1. Open the form and select the Form tab.
2. In the form designer’s side panel, find Who can fill this form and choose List.
3. Select the recipient list that represents the eligible camp or class registrants. Do not leave the list selection empty. Confirm that the intended list is available in the selector; if it is not, create or maintain an appropriate recipient list first.
4. Make sure the form collects the account owner/respondent’s email address and requires it. For a child’s medical form, the parent filling it out must use an email present in the selected list; the child’s name or class alone is not the check.
5. Use Modify message to customize the message for people who are not authorized. For example: “This form is reserved for registered camp families. Please use the email address associated with your registration.”
6. Wait for the settings to save. Before sharing the form, check the selected list and verify the final submission with one eligible email and one email outside the list, using non-sensitive test information.

What the restriction checks

At final submission, Activity Messenger checks the account-owner email against the selected list. If the email is not on the list, the submission is rejected with the access message. This is an email-based eligibility check, not a check of a child’s name, class choice or medical answers, and it does not by itself prove ownership of the entered email address.

The restriction does not promise to hide the form’s questions from someone who opens its link. Saving an unfinished form for later is separate from final submission. Keep the selected list accurate as camp registrations change, and check any Schedule changes settings that may change who can fill the form later. Selecting Client only limits the form to existing clients; it does not select the families registered in one particular camp.

# Advanced Features

Allow the client to log in: Enable clients to log in and pre-fill the form with information from their account.

Do not remember the respondent next time: If the form is filled out on a kiosk and multiple respondents will use the same device.

Submission limitation: Limit the number of submissions per person. Useful for surveys to avoid multiple responses.

Allow the client to save the form: If your form is very long, you can allow the respondent to save their work and resume later.

# Saving a form to fill in later

If your form is very long, you can allow the client to save their work in order to come back later to complete the form. Toggle the option "Allow the client to save the form". Visit the form and scroll to the Submit button. Next to it is a link the client can use to save the form for later. That will open a popup asking them to confirm their email address. Activity Messenger will send them an email with a link to recover the form.

You can personalize the email the client receives. Click on Communications and choose option All templates. Find the Default template called "Link to your saved form". Adapt it to your needs.

# Gating your form

Force a Start/End Date: Set specific dates for the opening and closing of the form. Example: opening on June 15 and closing on June 30.

Form Closure: Close the form on a specific date or whenever you want, thus preventing any new submissions.

You can however gate your form to only allow returning clients. When that option is set, Activity Messenger will invite the client to connect to their account.

The client can connect using their email address or mobile phone number. Activity Messenger will send them a 6-digit code to let them in.

# Pre-filling common questions

Once the client is connected, Activity Messenger will pre-fill these questions for them: account owner, other parent, contacts and participant. Activity Messenger will use their previous answers to pre-fill those questions.

# Allowing clients to connect

If you want guests to fill in the form yet allow returning clients to connect and benefit from question pre-filling, toggle the option "Allow clients to connect". A connection link will appear next to the account owner question. The session will last 30 days. The client can disconnect from their account at anytime.

# Closing a form

You can close a form that is on longer relevant by toggling that option. The form will remain visible however submissions will no longer be possible.