Thank you for joining us to learn about using Questions and using Custom Forms within MyRec.com. This session offered a quick overview of the Questions vs. Custom Forms features and the advantages and limitations of each. We hope this session gave you a brief sample of the possibilities of using questions and custom forms within your department and being freed from the constraints of printable papers for every purchase. If you have any questions, reach out for more information from our Client Services team.
May Lunch and Learn Recording
Questions
Types
- Activity questions - same list as memberships
- Membership questions - same list as activities
- Account questions - unique list to accounts
- Facility questions - unique list to facilities
Advantages
- Will appear on an activity roster by turning on the Q&A option
- Will appear via a link on the Facility Request page to display answer prior to processing
- Simple, single format (either fill-in or multiple choice)
- Secret answer is handy as a gatekeeper or verification (not case-specific)
- Type “Confirm” to verify that you understand …
- Which swim level did you child complete last season?
- Please enter your coach’s code.
- Secret answer is handy as a gatekeeper or verification (not case-specific)
- Easy to view in reports
- Great for activity-specific or facility-specific info
- Can have a different answer for every activity, facility request/reservation, or membership purchase
- Example: The answer to “Who can pick up your child” for camp can be different from the answer for who can pick them up from basketball practice.
- Membership questions show up on Access Scan Report
- Great for Silver Sneakers IDs and state funding for these facilities
- Very quick creation and assignment on the Requirements tab
Limitations
- The user must answer the same question for every activity it’s attached to, so that could be redundant
- If you are adding more than three questions to a registration, the checkout process can feel tedious
- Can also timeout if set to High Demand – we suggest custom forms for more than three questions
- Questions appear in alphabetical order, so they may not appear in the order you want
Reporting
Access the answers by report or on the tab within the Household account
Resources
Custom Forms
Options
- Fill-in questions
- Multiple Choice questions
- Single answer
- Drop down answer
- Checkbox multiple answer
- Description field works great when adding rules to follow with questions
- Separator feature to use for sections
- Add auto-fields to the form
- Signature
- Address
- Birthdate
- Make the form accessible via link
- Opt for multiple fill-outs
- Add expiration to the form
Advantages
- Will allow us to convert traditional paperwork into reportable data online
- Each completed form includes a digital signature with a timestamp and IP address, providing an additional layer of authenticity and accountability.
- Has the ability to edit form answers and expiration
- Can set expiration dates for forms, ensuring that customers only need to fill them out when necessary
- Registrants only need to fill out the form once until it expires, regardless of the number of activities or memberships they participate in.
- Enter 0 for the expiration to require a new form with each registration
- Registrants only need to fill out the form once until it expires, regardless of the number of activities or memberships they participate in.
- Send an Open Form via email after an activity or through a membership year to collect various types of information, such as satisfaction surveys or vendor documents
- Check Open Form in Form Option to see form link
- You can combine multiple forms you may have into one using the Separator and Description Display Tools
- You can customize the layout as opposed to your program questions that default to alphabetical
- Drag and drop questions and elements using the arrows on the far right
- Can opt to view Custom Form answers on activity and membership rosters
Can Custom Forms Be Added After Taking Registrations and Sent to Existing Registrants?
Yes, your department can still attach the custom form to the program. If the custom form has been checked as an Open Form, a link is created and can be copied and emailed to registrants who have not completed the form at time of registration.
Once the forms are all in, the form answers can be associated to the program by going to the Requirements Tab and the Status will show Incomplete. Click the Status link and a new screen appears where you can now associate any completed forms to the activity.
Limitations
- Limit of 25 fields
- Lengthy forms may slow registrations beyond 15 minutes for families with multiple registrants in High Demand checkout
- Requires a few more minutes to create the form before apply it than it does to create single questions
- Currently no link on facility request page to see answers prior to processing
Reporting
View reports for Custom Forms based on the feature to which they are assigned. Start with the leftside navigation menu and follow the navigation below to see report options.
- Facility Reports>click Custom Forms by Reservations
- Facility Reports>click Custom Forms by Facility Request
- Activity Reports>view Custom Forms Reports box
- Membership Reports>view Custom Forms Reports box
Resources