If you're needing to collect multiple bits of information for more than one registrant on a form, Field Sets are your best bet. Let's take a look at why.
As a reminder, here is how you locate Form Fields:
Navigate to your manager dashboard, click on the Forms tab in the menu on the left, and select from your list of created forms. Your Form Editor page will appear. *If you just created a new form, you should already be on the Form Editor page!
View all Form Field options in the menu on the right side of your screen.
Locate the Field Set field family.
What are Field Sets?
There are four types of Field Sets:
- Fund List
Both Basic and Person field sets allow you to collect a series of data points for multiple registrants within one form by allowing the registrant to duplicate the entire set of fields.
Basic Field Set: use if a specific section of the form needs to be duplicated, but not counted towards registrations or requires a name (i.e. collecting T-Shirt size and colors for multiple T-Shirt purchases)
Person Field Set: use if there is a payment involved per registrant, this set will also activate the Maximum Number of Registrants in the Form Properties, each duplication of this field set will count towards the max capacity and if a cost is involved, track a running total as the completer add registrants.
Notice the "ADD ANOTHER STUDENT ($150.00)" option at the bottom of that section. When a completer clicks that option, all the fields within that set will duplicate to collect the same data for another student.
Signup Slots: ideal for event or volunteer signups. Registrants will be able to secure a specific time slot for an event or sign up to bring a certain item needed for a potluck.
Fund List: This will show all funds that have been set up in giving. You will have the ability to hide funds that are not relevant via the Field Set Properties. This Field Set would be used in lieu of the Fund Dropdown list if you prefer.
Pro-Tip: Your existing Giving form(s) can be transitioned to the Giving Fund List form by editing the form, adding this field set to your form, and then removing the Fund Dropdown. (This preserves your original Giving Form URL and Giving Portal link.)
Once you've decided which Field Set is best, you'll click or drag and drop it on the form. You'll want to adjust the General Info, and Conditions. Then, you'll want to drag the fields you wish to duplicate within that field set. In the example below, the Name and Email Contact Fields were added into the Person Field Set. The registrant now has the option to Add Another Emergency Contact if they'd like.
Options for all Field Types
Once you've decided on the appropriate fields to collect your data, you can begin to click the fields to add them in the order you need, or drag and drop them to the correct spot. As soon as you click and release a field, the Field Property box will appear. You'll notice two tabs at the top of most Field Property boxes.
General Info: customize the name, placeholder (example answer), help text (fine print or instructions), and validation to make field required or optional
Conditions: do you want the field to appear on the form always or only if ____ (i.e. the "Select a size" field only appears if a registrant chooses "Yes" to the "I'd like to purchase a t-shirt" field.) You can set more than one condition if necessary.
If you need to make adjustments to an existing field's properties, click the gear symbol at the far right-hand corner of that specific field.
Almost all fields translate to a placeholder in your Form Email Notifications pulling responses right into those emails. For example, using the placeholder for a payment field within an email notification would create a receipt or proof of purchase for the email recipient. Placeholders will be automatically created and accessible in Form Properties.