You can restrict access to activities, membership and/or skill assignments based on gender (male, female, prefer not to say). We suggest making this field Required if you have gender-based offers or assignments. Otherwise, you can omit it from your form.

SmartRec considers the participant's date of birth when determining eligibility for an activity, membership, private lesson, skill, discount, or fee with age-based restrictions. It must be provided for child participants. We suggest making this question Required.

This option is available on adult forms only. An account owner must provide their address, as it's required in order for them and child account members to benefit from Community Segments or other location-based discounts. To ensure other adult account members can benefit from these types of discounts, it’s best practice to add the address field to your adult form. That way, other adults in the account aren’t necessarily dependent on the account owner’s address. If you want other adult account members to benefit from these types of discounts, add the address field to your adult form. We suggest making this question Required for all adults in an account if you use Community Segments.

All transactional emails for every account member - invoices, payment confirmations, account statements, calendar invitations and skill assignments are emailed to the account owner. Account owners will have an email address by default via their account creation (unless an admin created the account without including an email address).

If the email fields of the child's contacts are empty, the email is sent to the account owner. Avoid asking for a child's email to limit duplicates in your files. Our reports are built to let you export the email of the primary legal guardian so that you always have an email address on hand. In conclusion, we suggest making this question Required for adults and Hidden for children.

Add this field to your form (and make it Required) if you currently have a card or number system to track access to your facilities. Your membership numbers can be integrated with SmartRec's Access management solutions...which may just render your card system obsolete!

The rule is simple - to authorize the pickup of a child, the adult must communicate the password to staff. The password appears in the child's profile (in the Clients tab) and is visible when using the Attendance tracking tool in our our Access management feature. If this applies to you, we suggest making this question Optional.

This field allows the account owner to add the name of a child's friend...so that if they're both registered to the same activity, there's better chances of grouping them together!

Here's some important info about legal guardian contacts:

These types of contacts are automatically assigned as authorized persons for child pickups and are visible on the Amilia mobile app. If your activities cater to children or if you offer sports-related activities, we suggest making this question Required.

It's important to use the medical information questions provided by SmartRec if you'd like your staff to see this information directly in the Amilia mobile app. We suggest making this question Required.

Clients type in their answer.

Clients select a yes or no answer. 'Specify' lets you collect more written details.

Clients can check one or more boxes. You can rearrange the order of options.

Clients select an answer from a drop down list. You can rearrange the order of options.

Clients check one option only.

Clients click the 'Read me' button and then 'I agree' to give their informed consent. The agreement frequency overrides over a form's setting that determines how often the form is shown to clients who've previously completed it. You can learn more about user agreements here.

Clients can upload a file up to 20MB, which becomes available in the Clients > Account members subtab, and in the Extra questions section of the participant's profile (make sure to set the Forms to 'All'). If you generate an attendance list and include the upload file extra question, you'll see 'Yes' in the applicable column of the report (if a file has been uploaded). You may also download an activity report that shows all the uploaded files from participants within the same program. Click here to learn more.

Can be used to request more contact info for a child's profile, or other contact information (e.g. Who's coming with you to your semi-private lesson?). Add a check to the fields you want to have appear on the registration form. Keep in mind this particular contact does not appear in Access Management. We recommend adding this contact's information in the account member's 'Admin notes' section. If you do, you'll see this info on the Visitor information card in Access Management.

Choose whether the answer requires a date, a time or both.

You'll need the Registration forms permission to view, create, modify and delete forms.

A registration form appears at checkout when:

A registration form only needs to be completed once. Later, If the form appears at checkout after the client has answered, they need only confirm their basic information. Clients can always update their form information at checkout or from the Members tab in their personal account.

An active form is:

When you set forms to 'All' in the client’s profile, it shows Extra question answers from any form they filled out during checkout. Keep in mind the extra question(s) must still be linked to an actual form in order see the answers in the client's profile.

It's possible to produce an activity report that contains a link to download the uploaded files of participants in the same program. Here's how:

If you would like to include extra questions in your reports, there are several reports to choose from in the Activities > Registration subtab:

You can also include extra question answers from forms attached to Memberships in the Membership tab. Add a check next to the membership(s) and then click Operations>Members list. To capture members whose membership has expired, include Inactive members in the report.

It's normal to not see the primary guardian field on child forms. A primary guardian is required for minors. This question appears by default at checkout when registering participants under 17 yrs old.

When a client registers a child participant for an activity that is eligible for an RL-24 tax receipt, they're required to identify a primary guardian, and a secondary guardian (optionally). This is so organizations in Quebec can produce an RL-24 tax slip during tax season. Clients can update their contact details and the RL-24 recipient(s) in their personal account.