Periodic Forms allow you to create questions and messages to gather and communicate information to customers when booking. All bookings require, but are not limited to, First Name, Last Name, and Email questions. Forms are then attached to Bookables to ultimately display to customers booking reservations.
1. How to Create a Form Template
2. How to Attach Forms to Bookables
3. Collecting Form Responses and Customer Data
4. Managing Form Responses and Customer Data
1. HOW TO CREATE A FORM TEMPLATE
Form Templates allow you to create a single Form and apply it to multiple Bookables or appointment types. Changing or altering the Form Template will then update it across every Bookable it’s been applied to.
All Forms require a Form Name and at least one Form Section. The majority of Forms only need one Form Section. Both the name and section are visible to the customer.
Click the “Create Form” button on the Forms page
Give your Form a name and then Add Section
*Forms with multiple Sections change the customers experience on the Booking Site
Create and Add Questions
Form Question Key Terms
Question Type – The type of question asked to a customer booking a reservation.
Admin Name – Admin Name is a name that can be used to reference this question internally. It will never be displayed to your customers. It is useful for targeting this question when passing data to the booking site via URL parameters or when displaying customer responses in SMS and Email notifications. The Admin Name can also be referenced when integrating with third-party services or APIs.
Question Prompt – Titles the question to make it clear to the user what information is being asked for.
Question Placeholder – Field for a “sample answer” or additional instructions for a question.
Question Description – Field for a question description or additional instructions.
Required – A question that must be answered for a customer to continue booking.
Roster Question – Only applicable when a customer can book multiple seats on a single time slot. This flag indicates whether this question is used to gather information for additional attendees on a given time slot.
Internal – This flag makes the question invisible to the customer on the Booking Site and is only present to administrators on the Dashboard.
Designated Contact – Only present on Email and Phone Number question types. This setting flags whether or not an Email or Phone Number should receive notifications.
User Profile Reference Name – This field is used as a key to store responses to this question directly on a customer user’s profile in the Dashboard.
Display – Optionally displays a question based on the response of another question. The optional display works with Select, Radio, and Checkbox questions.
Price Modifier – When payments are in effect this setting can be used to add or subtract from the price of a booking.
Value Function – Similar to the Price Modifier, this setting can optionally alter the price of a booking by referencing other questions. The Value Function creator should only be used by administrators building complex reservations.
2. HOW TO ATTACH FORMS TO BOOKABLES
Pick the Bookable to associate with the Form
Scroll to the bottom and Add Option
Select “Forms & Data”
Choose your Form(s) and decide when they should display to the customer, either before or after the Date/Time Selection
Add Form(s) and Update
Apply Value Functions – Enables Value Functions to calculate the dynamic price of a reservation based on the responses on questions used to build the price.
Allow Multiple Submissions – Allows customers to submit this Form multiple times in a single booking. This feature is very specific should only be used in select use-cases.
Prevent Editing of Responses – “Locking” a Form will not allow customers on the Booking Site to respond to any of the questions. This feature is most useful whenever users are building reservations on behalf of customers in the Dashboard as outlined here.
3. COLLECTING FORM RESPONSES AND CUSTOMER DATA
4. MANAGING FORM RESPONSES AND CUSTOMER DATA
Viewing Form Responses
Customer data found in Form responses can be viewed in a number of places throughout the Dashboard. The following is every place Form responses are accessible in the Dashboard.
- Activity > Reservation List
- Activity > Reservation Calendar
- Activity > Resource Calendar
- Activity > Reporting
- Users > Customers
Editing Form Responses
Dashboard users can edit Form responses on existing reservations by viewing the Reservation Details on either the Reservation List or Reservation Calendar pages.
Open the Reservation List or Calendar
Open the Reservation Details
Click the Edit Pencil to edit Form Responses