We've spent a bit of time chatting about how Forms are a great way to collect information from your Contacts, Members, Donors and more! Some examples of information that you may like to collect are:
- Mailing addresses for end of year mail outs
- Phone number to contact about volunteer opportunities
- Custom information that is specific to your organization such as areas of interest
- Custom information on how your donors heard about you
Watch a Training Video
Remember when I said that you can add empty fields to your form that your Contacts can enter information into? Well - these are Form Fields!
(1) Audience Types
The audience type refers to what kind of person or entity your form is directed at. For example, you may have a Revenue Form for sponsorships that are specifically directed at Organizations only. Alternatively, perhaps you only require Individuals to sign up using your Volunteer Form!
Individuals & Organizations - both of these entities can use your form
Only Individuals - organizations cannot use your form
Only Organizations - individuals cannot use your form
Note: The Fields (below) that can be shown on your form will change depending on the Audience Type that you choose.
These are the personal information fields that are available for all of your Contacts. They are made up of those general pieces of contact information that everyone usually has like First Name, Last Name and Email Address.
Note: The "Keep me updated with your newsletter" fields provide your Contact with the opportunity to Opt-in to your Email Marketing mailouts.
Make these fields required to guarantee that anyone who submits information into your form will include this information.
Note: Please ensure that you make Name and Email Address a minimum requirement to ensure that the form response is uploaded to your Contacts' profiles!
Once you're ready to add a field to your form, click on this toggle to activate it!
Note: Even if a field is marked as required, it will not appear on your form unless the show toggle is activated.
Okay - we've learned how to add Keela's pre-existing data Fields to your form. What if you have your own questions or Custom Fields that you would like to add, too? I'm glad you asked!
Click on the Add Question button to get started.
A pop-up window will appear with a couple of different formatting options to help you add new questions to your form.
There are several different options to consider when creating a new question for your form:
You can write the name of the information that you are wanting to collect (ie. Favourite Animal) or compose a question (ie. What is your favorite animal?). It's free form text, so the Question is your oyster (pun intended)!
Important note: if you want the responses to your questions recorded under the contacts profiles, the ability to filter contacts based on these responses, as well as the ability to export response information, you have to connect the question to Custom Field! More info on this below (see Associated Custom Field).
This is the type of answer that you can request from your Contacts. There are lots of options:
(1) Single-line Text
A small text box that the Contact can write anything into.
Example: Small pieces of personal information like Dietary Requirements for event registration.
(2) Multi-line Text
A large text box that the Contact can write anything into.
Example: Larger pieces of prose like those "In 25 words or less describe..." competition entries that we all love but never win!
A small text box that accepts number inputs.
Example: Any kind of amount based data such as "How many guests will be attending?"
(4) Simple Date
Allows your Contact to choose any date.
Example: What date will you be available to begin Volunteering?
(4) Date & Time
Allows your Contact to choose any date and time.
Example: What date and time will you arrive for Volunteering?
Allows your Contact to upload an image and submit it with their form response.
Example: Upload a photo of you and your pet to win a chance to visit our wildlife sanctuary!
Allows your Contact to upload a group of files to their form and submit it with their form response.
Example: Please upload your Volunteer Application Form here.
Allows your Contacts to respond with either a Yes or a No to a question.
Example: Have you applied to be a Volunteer with our organization before?
(7) Multiple Choice - Single Select
Provide your Contacts with a drop-down list of options and allow them to choose one.
Example: How did you hear about our organization?
(7) Multiple Choice - Multi-Select
Provide your Contacts with a list of options and allow them to choose one or more.
Example: What days of the week are you available to volunteer?
Associated Custom Field
We've spent some time learning about all of the different types of questions that you can ask your Contacts on your Form. Each of those questions can be connected to a Custom Field on your Contacts' profiles
Important Note: If you would like for the responses given to your questions to be updated on a Contact's profile or reportable later on, you must connect them to a Custom Field.
Example: Create a Custom Field to store your Volunteer's availability during the week. Connect a Multiple Choice question to this Custom Field and allow new Volunteers to update their own profiles.
You can Edit, Delete and Add options to the list > Click Save to add your question.
Why can't I see my Custom Field in the Drop Down List?
The Custom Field drop-down list will only display those Custom Fields with the same Type as your new question. For example, if you have a Custom Field that is an Image Type, it will not appear in the drop-down list for a new question where the Type is Single Line.
If you can't see your Custom Field, check to make sure you have changed the Type to match!
Why can't I Filter or Report on the responses submitted for these questions?
If you would like to filter any responses to questions that you have added to your form, the response need to be added to your Contact's profiles on a Custom Field. If you skipped the Associated Custom Field step above, your questions wont' be connected to a Custom Field and any response will be stored in the Form Responses tab only.
Why can't I see the answers to my Form Questions on my Contacts' Profiles?
If you would like to view any responses to questions that you have added to your form on a Contact's profile, the response need to be added to your Contact's profiles on a Custom Field. If you skipped the Associated Custom Field step above, your questions wont' be connected to a Custom Field and any response will be stored in the Form Responses tab only.
How can I add an Associated Custom Field to a question after I've saved it?
It's time to get this creative party started. Head to 5. Customize the Contents Section of your Form Page!