Overview
Custom Forms allow you to collect additional customer information during registration for various purposes, such as:
Demographics – Useful for municipalities tracking usage trends (e.g., race or economic level).
Fulfillment – Gather details like T-shirt size or meal preferences for post-registration distribution.
Marketing & Sales – Ask customers questions like “How did you hear about us?” to improve outreach.
School & Grade – Essential for youth programs, helping organize teams in the Team Builder.
These forms enhance data collection, ensuring a more tailored registration experience.
The Custom Form Process
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Custom forms usually begin with someone having one or two questions they’d like to ask customers. Those questions then are encapsulated in fields, grouped in forms, and presented at registration. The answers to questions are then collected in reports or analyzed in other tools such as Excel or the Team Builder within DaySmart Rec.
Figure 1. Custom Form Creation Process
Creating Custom Forms with the Form Builder
What is the Form Builder?
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The Form Builder lets you create, edit, and manage custom fields and forms. Custom forms are built by selecting fields from the Available Fields list, adding them to the Form Workspace, and saving the form. Each custom field can be reused in multiple forms.
Figure 1. Form Builder Layout
Accessing the Form Builder and Field Editor
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Use the Form Builder to create custom forms. To access it, either search for "Custom Forms" in the Global Search box or navigate to Settings (gear icon in the upper right corner). From there, go to the Customer category and select Custom Forms. This will open the Form Builder page.
Creating and Managing Custom Fields
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To create or modify custom fields (questions), click Fields in the Form Builder. This opens the Manage Custom Fields page. Use the "+" button at the top to add new fields. Existing fields are listed at the bottom, where you can edit or delete them using the pencil or trash can icons.
To create a new field, choose a field type, enter a label, and configure its settings based on its type and purpose. Click Create Field to finalize. Once saved, the field is added to the Available Fields list and can be used in any form.
Custom Field Types
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The following field types are supported:
Text Field: A single-line free form text field that allows up to 255 characters.
Paragraph: A multi-line text field. Choose the number of rows with the Rows parameter to determine how large an area will be displayed for entry.
Dropdown: A field that contains one or more of the options in a user-defined list of options. When clicked on, this field displays the list of options for the user to select. The user can select multiple options by holding down the Control key while selecting. The list of allowable values is defined when the dropdown field is created.
Checkbox: A binary on/off field. Use this for yes/no questions.
Autocomplete – A single-line text field that displays a list of suggested answer completions as the user types. This field type is a good option when a Dropdown field would be too big to be useful. This typically occurs when you have more than about 30 possible answers, but you still want to provide guidance and not depend on a free form Text field.
Date: A date provided in mm/dd/yyyy format.
Date & Time: A combination of time and date provided in mm/dd/yyyy hh:mm am format when the customer is filling out the form. Treat this as a time stamp.
Time: A time provided in hh:mm am format.
Header: Within the custom form, you can add a Header to help break up the questions you are asking.
Section: Create a whole section that includes text for customers to see online.
File Download: This field enables you to share a document with a customer, allowing them to download it.
Building Custom Forms from Custom Fields
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After setting up your fields, you can create a Custom Form by following these steps:
Navigate to the Custom Form page.
Click the "+" button to create a new form.
Enter a name and click Save new form.
Click Add Field to view available fields. Select a field and click Add Field to include it in the form. Repeat for each additional field.
Arrange the field order by dragging them up or down.
Attaching Custom Registration Forms
Program Registration Form
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To use a form for program registration, first select the desired program season. Then, add the custom registration form to either the season or level page. If a form is assigned at the level, it will override the one set at the season. Test the form by adding a customer to a roster via the Admin side or the Member App.
Event Registration Form
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To use a form for event registration, first select the event type. Then, add the custom registration form to be displayed during event registration. Test the form by creating an event in the calendar on the Admin Side—it will appear in the "Custom Fields" section at the bottom of the event.
Customer Profile Form for Customer Registration (Adult and Child)
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The Adult and Child Profile custom forms are unique—any fields added to these forms will appear on each customer's profile page. Custom field values can be updated and saved by editing the profile. Required fields must also be completed when creating new customer accounts.
Customer Profile forms are not linked to any season, level, or program registration. Separate custom forms must be created for program registrations, including camps, classes, and teams.
Online Registration Form
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In addition to the Customer Profile custom form, there is a built-in form called Online Registration. Any questions added to this form will be presented when a customer creates a new DaySmart Recreation Online account. The custom fields and their values will then appear on the customer’s profile page in the Admin side.
The Online Registration form is not linked to any season, level, or program registration. Separate custom forms must be created for program registrations, such as camps, classes, and teams.
Viewing Customer Results
Program Registration Data
Custom Registrations Report
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Start typing "Custom Registrations" in the global search box to access the report.
To review customer responses, open the Custom Registrations Report, select a season, and click Search. If a Custom Registration Form exists, its name will appear; otherwise, an error message will be displayed.
To refine your results, you can also filter by level or roster. If no responses are available, consider performing a test registration. To save and analyze the data, click Open in Excel to download it as a spreadsheet.
Data is laid out as one row per customer per question and answer. To change an answer appearing on this report, click on the answer until it changes color. The form will autosave. Answers cannot be deleted.
Team Builder
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Go to the Programs icon and select Tools. Under the Programs section, click Team Builder. Alternatively, you can find it by typing "Team Builder" in the global search.
If a Custom Form is added to a season, click the Fields button in Team Builder to display the form fields in the customer information area. For more details, refer to the Team Builder help center article.
Customer Profile
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Navigate to any Customer Profile. If you have added any questions to the Customer Profile Page (Adult or Child profile), your questions will now be part of the profile.
