Once a form has been completed it is imperative that it remain in the state to which the customer answered as changing answers without management approval could cause a lot of issues. However, the need for correcting information is also needed. The Custom Form can be edited by a customer but those changes must be approved by staff via the management site in order for those to take effect.
Edit an answer on a Custom Form
- Go to the customer account either from the public site or management (can be done by staff but change immediately applied from management side).
- Select the Member for which the form answer(s) need to be edited.
- Scroll down to the list of completed forms for that member and select Edit next to the form that you wish to edit.
- Make the changes needed to any or all of the questions.
- Click the Submit button at the bottom of the page.
Approve / decline Pending Form Edits
- On your Management site Home Page look in the Needs Attention box to see if there are any Pending Form Edits. If so click Pending Form Edits to view the list.
- Click the Approve / Decline link next to the Form to view changes and approve or decline them. All Answers that have been changed will stand out as the words New Answer will appear in red.
- At the bottom of the page click Accept Changes / Decline Changes or cancel. Clicking the Decline Changes button will prompt a text box to enter the reason for declining changes.
Altering a Form / Re-using a Form
At any time, one can make a change to a Custom Form, such as editing a question or adding an additional question. This will change the form for all those who have not yet completed the form. If the changes need to apply to those who have already completed the form, their completed form within their account will have to be edited to expire. Completed forms hold the original expiration date that was set at the time of completion. Once the completed form has been expired that member will be required to submit a new and updated form the next time they encounter it during a registration or, if asked via Open Form, from a linked email.
If you are creating a Custom Form that you will be changing and updating each year, then at the time of creation make the Expires date one that ends after the registration is completed.
Example: I create a Camper Info Form for 2021 camp season and set it to expire at the end of this year’s camp season 8/24/21. Next year I can just edit the expired form. Make and save my updates and set a new Expires date for that camp year 8/24/22. Customers will now have to re-enter form answers each camp year.