Welcome to SwimClub Manager. Today we will be going over custom forms. What they are and how to use them.

A custom form is a method where you can get bak information from your members, in a form based format. You can add questions to your form for anything you would like to ask your members about.

For example, at the moment, we are in the middle of the corona virus pandemic, and pools are to reopen shortly. One of the things Swim England has stated is that all members should be surveyed to determine whether they are fit to swim or not.

So, we will use this in today’s tutorial. Go to setup, club, custom forms. Click on the “add form” button and enter a name and introduction. Now click the “add form” button.

You now need to add the fields to the form. Click on the “add feed” button and enter the following.

In the field name, enter “covid19”.

In the description, enter, Have you had confirmed Covid-19 infection or any symptoms (listed below) in keeping with Covid-19 in the last five months?
Fever
New, persistent, dry cough
Shortness of breath
Loss of taste or smell
Diarrhoea or vomiting
Muscle aches not related to sport/training

Leave the field type as text because we need the member to be able to type details if they have.

Enter 1 in the field order, and check the “required field” option. Now click the “add field” button.

Click the “add field” button again and enter the following.

In the field name, enter “exposure”.

In the description, enter, “Have you had a known exposure to anyone with confirmed or suspected Covid-19 in the last two weeks? (e.g. close contact, household member)”.

Leave the field type as text because we need the member to be able to type details if they have.

Enter 2 in the field order, and check the “required field” option. Now click the “add field” button.

For the sake of this video, we will stop here but you would obviously need to add all the other fields as well.

Once finished, it’s now time to email out the form.

Click on the “envelope” icon in the header to take you to the club inbox. Now click on the “Compose email” button.

Select who you want to send the custom forms to, then type your email. You can enter email tags so the system will replace them with the member’s details. You must enter the email tag for the custom form you have just created. Click on the link icon, then select your custom form. A special tag will be placed in the email at the point your cursor was.

It’s good practise to un-check the “Remove duplicates” option if you have members that share email addresses, such as parents with multiple child accounts. That way, parents will receive an email for each of their children, instead of just one.

Once you have finished the email text, click on the “Send Email” button.

When the members receive the email, that link will become a clickable link that when clicked, will take them to a secure page to complete the form.

To see your form replies, go to reports, members, custom forms. Select your form, then click “run report”.

Click on a member’s name to view their form.

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