🔔 Feature update as of March 2025:

The new "File Upload" field lets you collect required documents during program registration, like proof of insurance, camp forms, player card or certificates—making the process smoother and more efficient!

📝 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.

Custom Forms are built from custom fields, which are the individual questions. Once a custom field is created, you can reuse it in multiple forms and across registration types.

🔄 The Custom Form Process

Click the arrow to learn about the full Custom Form flow

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 Dash.

Figure 1. Custom Form Creation Process

Create custom fields – Build reusable questions (for example, shirt size, medical info).
Group fields into a form – Combine your questions in the Form Builder.
Attach the form – Add to a season, level, event, or profile.
Collect responses – Customers complete these questions during registration.
View results – Use the Custom Registrations Report or Roster Report to review data.

🛠️ Creating Custom Forms with the Form Builder

🧩 What is the Form Builder?

Click the arrow to learn what the Form Builder does

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

Click the arrow to learn how to access the Form Builder and Field Editor

Use the Form Builder to create custom forms.

Search for “Custom Forms” in the Global Search box or
Go to Settings → Customer → Custom Forms

This opens the Form Builder page where you can switch between the Fields and Forms tabs.

🪄 Creating and Managing Custom Fields

Click the arrow to learn how to create and manage custom fields

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.

Each field type has its own unique settings, such as Rows, Default Options, or File Upload expiration, which you can adjust from the field editor.

🧰 Custom Field Types

Click the arrow to learn about supported field types and how they work

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.
- Default Option is what your customer will see before clicking the drop down to view the other options provided. Suggested words for the Default Option are "Select" or "Choose One" for example.
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 Upload:
- Add this field to a custom form if you want to prompt customers during registration to upload a file such as Proof of Insurance, Photo, etc.
File Download: This field enables you to share a document with a customer, allowing them to download it.

Additional Field Settings:

Hidden Online – Make this field visible only to staff (customers will not see it).
Required – Ensure the field must be filled out before continuing.
Pre-fill with prior answers – Allows returning customers to skip re-entering the same data.
Add Condition – Shows or hides this field depending on responses to other fields.
Allowed File Types – Restrict uploads to specific formats (for example PDF or JPG).
Expires – Define how long uploaded files remain valid before expiration.
Multiple – Allow customers to select multiple options in Dropdown or Autocomplete fields.
Rows – Controls the visible size of multi-line Paragraph fields.

🧱 Building Custom Forms from Custom Fields

Click the arrow to learn about organizing your form layout

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.

✍️ Note: Once a field is created, it appears in the “Available Fields” list and can be reused in multiple custom forms.

📎 Attaching Custom Registration Forms

🗂️ Program Registration Form

Click the arrow to learn how to attach a custom form to a program registration

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 Customer Portal.

If a form is assigned at both the season and level, the form assigned at the level overrides the one at the season.

🎟️ Event Registration Form

Click the arrow to learn how to attach a custom form to an event registration

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 & Child)

Click the arrow to learn how to attach a customer profile form

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.

There are two separate profile forms. One for Adult Profiles and one for Child Profiles. Each can contain different questions or requirements depending on your setup.

✍️ Note: 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

Click the arrow to learn how to attach to online registration

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 Dash Online account. The custom fields and their values will then appear on the customer’s profile page in the Admin side.

✍️ Note: 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

Click the arrow to learn how to use the Custom Registrations Report

Use this report to view all registration form responses submitted by participants during checkout.

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 CSV or PDF to download it as a spreadsheet.

📣 Need to review participant medical notes?

Medical notes collected through custom forms appear in the Normal & Sign-in Roster (Roster Report).

Learn More

✍️ Note: 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

Click the arrow to learn how to view form data in Team Builder

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 attached to a season, its fields will appear within Team Builder, allowing staff to review participant details while managing teams.

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.

📁 File Uploads

Click the arrow to learn how to view file uploads and statuses

The Group Roster page features a File Uploads tab where staff can review, approve, or reject uploaded files. It also shows any missing uploads.

Staff can approve, reject, or mark files as unverified from this view.
This makes it easy to track completion of required documentation (for example insurance or waivers).

👤Customer Profile

Click the arrow to learn how to view customer profile data

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.
If a custom form includes a File Upload field, any file a customer uploads during registration will appear on their profile page.
- File Status
  - Required: The customer is enrolled in a program requiring a file upload but has not uploaded it yet.
  - Missing: The customer is enrolled in a program that allowed file uploads, but the upload was optional and not completed.
  - Unverified: A file has been uploaded but still needs admin approval.
  - Approved: An admin has reviewed and approved the file.
  - Rejected: An admin has reviewed the file and rejected it.

💡 Pro Tips

⚠️ Check field visibility – Use Hidden Online for staff-only fields.
🧠 Use conditional logic – Show or hide questions dynamically.
💬 Enable pre-fill – Returning customers reuse previous answers.
📌 Reorder logically – Arrange related questions together.
⛔ Define upload limits – Set allowed file types and expiration dates for uploads.

❓ Frequently Asked Questions (FAQs)

Find answers to common questions or details not covered above.

Click the arrow to view frequently asked questions