Managing Custom Forms

Byga can be used to manage custom form workflows. Custom Form can be created for a wide variety of reasons. A few examples are shown here but clubs are using custom forms for a wide variety of use cases.

• Forms without payments required
  • Volunteer signups
  • Newsletter
  • Request form of any kind
  • Quick poll of a few teams not warranting a club survey workflow
• Forms with payments required
  • Camp or program not requiring team management
  • Donations
  • Sponsorships
  • Event ticket sales
  • Other fundraising sales

Generic Custom Forms will be described in this document. Creating or managing Custom Forms requires the appropriate permissions (see section 3).

While Custom Forms also underpin other workflows, these workflows will not be described in this document:

• Form based Data Collectors
• Form based Registrations (e.g., for Programs and Camps)

Getting Started

To get started with a Custom Form workflow, go to Admin —> Custom Forms to create a new Custom Form or edit settings of an existing one.

Create a new Custom Form or edit the settings of an existing one

A new Custom Form workflow can be created and set up or the settings of an existing workflow can be edited.

Select the Custom Form settings:

• Form name: add a descriptive name
• Publicly accessible
• Requires payment

Custom Form Menu

In the list of Custom Form workflows, the menu on the right side enables the following actions:

• Edit form: update the setting and contents of an existing Custom Form
• Get shareable link: copy the form link that can be emailed or posted on a website
• Form status: Go live, Close
• Make a copy: duplicates a custom form (note the payments tab is cleared, the inventory tab is cleared)
• Delete: deletes the Custom Form workflow (note, this will delete submitted data but forms with paid invoices can not be deleted)

Custom Form Tabs - Settings

Various settings can be set in this tab.

• Form name: the descriptive name for the Custom Form
• Season: Set the season (impacts team selection)
• Publicly accessible: Set whether the Custom Form requires users to be logged into their Byga account
• Verify public submission: if not logged in, requires confirmation of email address which ensures email address is correct
• Requires payment: enables the Payments tab for payments settings
  • Payment does not require selecting a player: If a Payment does not need to be associated with a player.

• Confirmation email subject: if this field is not blank an email is sent with the Thank you message text
• Thank you message: a message is shown upon successful submission of the form. If payment is required, this message is shown after the payment is made.
  • If using the $contact_name in the message, the thank you message will include the name of contact submitting the form
  • If a payment is made, the $payment_amount can be used to include the payment amount
  • When the $submission is included in the message, the full response is included

Custom Form - Form Tab

Various form fields are available to construct a form:

• Form flow fields: Text, Image, Separator fields
• Standard input fields: Text input, Multiple choice, Checkboxes, Dropdown
• File upload: enables collection of documents
• Inline waiver: define you own waiver language within this form element
• Full name: it is often better to use “user” form element with integrated full name. If form requires other user's name without a contact email address, “Full name” form field can be utilized. One or more of the Full name field can be used (e.g., name of multiple attendee guests).
• Address: for a requested postal address (often better to use “user” form element with integrated address)
• Email address: generic email address request (often better to use “user” form element with integrated email address)
• Phone number: one or more (often better to use “user” form element with integrated phone number)
• Date and Time: can be used to request a date or a time
• User: Byga User is created if email is new, if option selected as submitter or player contact, will be designated as a player contact for a new player created with the form
• Player select: when used, this field will show the logged in user’s players or enable entering a new player (whether logged in or not); if settings use “payment required” the gender and DOB is required.
  • The DOB date range can be customized.

• Team select: when used, this field will either show the user’s team or all teams for the specified Form Season (requires a season to be selected in the Form Settings)
• Donation: enables a fixed donation amounts and a custom donation amount

Custom Form Element Options

• If “Enabled” is selected, the form element will be shown to users submitting the custom form. If it is not Enabled, the form element will be hidden from the form submitter. Disabling the form element rather than deleting it will not delete existing data. In Tryouts and Program Registrations, this can be used as an Admin only field that is used for pool generation or for notes on submissions.
• Required: use for form elements that must be required to submit the form.
• Delete form element if no longer needed. Note the existing data will be deleted.

Custom Form - Form Save

Changes to the Custom Form must be saved to preserve the changes.

Custom Form - Form Preview

Click on Preview to see the form the user will access.

Custom Form - Share

The Share button will provide a link to be able to access the form.

Custom Form - Form Responses

The Responses button will display the form responses.
Individual responses can be deleted unless there is a paid invoice associated with the form entry (including a $0 invoice).

For more information, please reference Custom Forms Management