How it Works
1. Set up your Forms
The information you need from your clients can vary for each program and/or membership. SmartRec allows you to create as many registration forms as you like!
Via the Account > Forms subtab, you have access to:
Adult Form: Intended for registering participants 18 yrs or older.
Child Form: Intended for registering participants under 18 yrs of age.
Staff Form: This form is only available when using the Staff Recruitment feature and is meant for staff applying for a job at your organization.
If you require only one Adult and one Child form, simply edit the names of the Default Forms and customize the questions by clicking on Modify to the right of each form.
Click + New form If you require multiple registration forms for adults and/or children.
When you are creating or editing a form, you can:
Give the form a new title by editing the Name.
Display the form for every purchase by selecting ‘Yes’ or ‘No’. If no, specify how often. This means clients can view their registration form (and make changes if necessary) when they are in your store.
Make sure to Save when you're finished!
You cannot delete a form. If you no longer wish to use it, remove it from the program and/or membership it is associated to.
Default questions can be configured four ways:
Hidden: The question will not appear to clients.
Visible: The question appears to clients but does not require an answer.
Visible Required: Clients have to answer the question in order to checkout.
Visible Required/Admin Optional: The question requires an answer from clients, but an administrator purchasing on behalf of a client is not obligated to answer.
👉 If you have several forms with the same question(s), your clients will not see or answer the same question more than once.
2. Personalize your Forms with Extra Questions
Click on Extra Questions to create your own questions. In this section, you may also modify and/or remove existing extra questions. Extra questions are only visible to a client when they are attached to a form.
👉 FYI, if you select the Upload a File answer type, clients can only upload files 20MB or smaller.
Click + New extra question to create a new customized form question.
Name: This name can only be seen by your admins.
Answer Type: Select an answer type for your question (ex: text, check box, or drop-down menu etc.).
Label: Write the actual question that your clients will see.
Validation: Is this question visible, required, or admin optional?
Label position: Determine the placement of your question in relation to the answer. 'Top' is the default label position, meaning the question appears directly above where the client inputs their answer.
Don't forget to Save!
All of the extra questions you create are added to the list visible in the Account > Forms > Extra questions subtab. Feel free to modify at any time. You cannot delete an extra question that has been answered by a client. Simply remove the extra question from the registration form if you no longer need clients to answer it.
❓ How to Attach Extra Questions to your Forms
Click on the name of the form to which you want to add the extra question. Scroll to the bottom of the form and click on the blue +Question button.
Select the existing extra question you wish to link to the form. Select 'Add' to create a new extra question if necessary.
Modify the order of appearance of extra questions by using the arrows.
Remove an extra question from the form by clicking on the garbage can icon to the right of the question. The extra question will still exist, but will no longer be linked to the form.
3. View Clients' Answers to Questions
You can view and modify a participant's responses to a registration form in the Clients tab in the client’s Account Members section.
If a client is registered to an activity, admins can also access their form information via the Activities tab by utilizing the Operations menu and exporting the desired information. You can add this information when exporting your attendance lists.