Building a Form

Custom forms collect structured answers from members without a spreadsheet or a separate survey tool. Responses automatically carry each member’s family and account info, so you only ask for what the club doesn’t already know.

Creating a form

1. Go to Admin > Forms (under Members) and click New form
2. Enter a Title (e.g. “End-of-Season Banquet RSVP”) and an optional Description, shown above the form
3. Under Questions, add blocks with the + buttons. Use the arrows to reorder and Remove to drop one
4. Choose Who fills it out? — One response per family (RSVPs, household surveys) or One response per person, where the member picks which family member each response is about (shirt orders, per-child questions)
5. Optionally set Opens and Closes under Availability; blank means open as soon as the form is active, until you turn it off
6. Under Who can see this form?, tick account types, or leave all unchecked for every family
7. Tick Members can edit their response to let members revise their answers while the form is open
8. Tick Active to publish — off is a draft members never see — and click Create form

The Preview tab shows how the top of the form reads to members.

Question types

• Text block — heading and body text, no answer
• Short answer — optionally checked as an Email address or Phone number
• Paragraph, Date, Confirmation checkbox
• Number — with optional Min, Max, and Whole numbers only
• Multiple choice (pick one) — as a Dropdown or Choice buttons
• Checkboxes (pick several)
• Select from account — pulls Children on the account, Adults on the account, or Everyone on the account so the member picks from their roster instead of typing names; tick Allow choosing more than one and optionally set Max selections

Any answerable question can be Required and given helper text.

Limiting responses

Tick Limit responses and enter a number in Confirm the first … responses. With Keep a waitlist on, submissions past the limit are accepted and marked waitlisted; off, the form stops accepting once full. On a multi-pick Select from account question, Each selection uses a spot counts every selected person toward the limit instead of each response — only one question per form can do this.

Sharing and managing

Every form gets a slug minted from its title (end-of-season-rsvp), shown in the Share link card on the edit page. Copy link on each row of the Forms list copies it — paste it into a banner, an email, or an announcement. Rows also show the status (Draft, Scheduled, Open, Closed), the open window, and a link to responses, with Turn off / Turn on, Edit, Duplicate, and Delete actions.

Caution

Once a form has responses, Who fills it out? is locked — duplicate the form to change it. Deleting a form deletes its responses too; export them first.

Note

Editing a form publishes a new version: removed questions disappear from the responses table and new ones show blank for earlier responses, but submitted answers are never deleted. Members see forms only while Custom Forms is on under Settings > Feature Visibility.