Touchpoint Software Documentation | Questions Settings Tab

Questions Settings Tab

Below are the options that are available on the Registration > Questions tab of an organization. These all relate to an organization that will be used for online registration.

Tip

Before pressing Edit, you may want to select ?Show Help. This will provide a description for every item that you add from the Questions dialog box. This is a toggle. When help is displayed, the button will be ?Hide Help.

The tabs for Fee, Questions, Messages under the Registration tab will not display unless you have a Registration Type (other than the default) selected on the Registration tab.

Note

Press Edit on the Questions tab and then click Add Question Item to display the dialog box from which you make your selections.

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Question Options

After making a selection, use the Actions button beside each item to move the item up or down, or to cut and paste. For some options, such as Drop Downs or Yes/No Questions, you will see a green +Add Item button. Click this to add each drop down item or other questions. The actual registration form will have the items you add in the same order in which you have them on your Questions tab.

Note

Several options create sub-groups as people make those selections. You will not see any of these groups in Group Member Management until someone makes that specific selection.

Important

Drop-downs, checkboxes, and Yes/No questions create sub-groups. The sub-group names are used in registration reports in Excel as column headers. Therefore, you must keep these sub-group names short.

If you need the Description to be a little longer than the sub-group name (that is what the registrant sees when registering), you can do that. However, if your description gets too long, it can cause display issues on the registration form. In those cases, use Instructions and/or Headers, to explain these to your registrants.

Checkboxes

These are presented as a group of checkboxes.

  • Label is the description that appears above the options.
  • Minimum and/or Maximum is where you can require and/or limit the number of items the registrant can select.
  • Description is the checkbox option that displays for the registrant.
  • Sub-Group is the name of the group in the organization. The sub-group name will be the same as the description if you do not enter anything for the Sub-Group.
  • Fee - Enter a dollar amount (without the dollar sign) or leave blank if no fee.
  • Date/Time - enter a date in this format - mm/dd/yyy hh:mm am or pm. Ex: 02/11/2018 06:30 pm When someone selects an item, the meeting gets created and the person enrolled in the organization and registered as Attending that meeting.

You can add as many sets of Checkboxes as you need.

Note

If you want to separate the checkboxes into sections under the same Label, you can create a Header. This is different from the header and instructions described below. This header is inside the group of checkboxes.

See also

Online Registration Checkboxes for more details about checkboxes

Extra Questions

These questions are answered with text and the answers do not result in a sub-group. You can have multiple sets of questions. In other words, all the questions do not have to be grouped together. Answers to Extra Questions are required, so the registrant must put something in that field. You may want to instruct them to enter N/A, if they do not have an answer. You can also put a Header above the groups of questions, if needed. See Header section below.

Multi-line Text

These basically work just like the Extra Questions above, but allow the user to enter more than one line of text. A larger text box is displayed for the registrant to enter as much text as they need to answer your question.

Exception

If you do not want to require answers for the Extra Questions and Multi-Line Text, select Answers Not Required from the Add Question dialog box. See next item for more information.

Answers Not Required

When this is selected, a registrant will not be required to answer any of the Extra Questions or the Multi-Line Text questions. The questions will display, but the registrant will not be prompted to answer if they leave them blank. This applies both to the Extra Questions and the Multi-Line Text questions. If you use the {details} replacement code in the confirmation email, and you have chosen not to require the answers, only the questions they answer will display.

Yes No Questions

These are questions that will force a Yes or No answer, and will place the registrant in the appropriate sub-groups with Yes or No appended to the sub-group name. Enter your question in the Description text box and the name for the sub-group in the Sub-Group text box. All the Yes/No Questions will be grouped together on the registration form. Just keep selecting +Add Item to other questions.

Note

If you print roll sheets, you have the option for one sub-group name to display on the roll sheet.

Allergies

When you select this option, it will display a text box in which the registrant can enter any allergies. It is labeled Allergies and the box has a caption reading “Leave blank if none”. This is one question for which, by design, answers are not required.

Request

Displays a text for entering a request for a coach/teacher/roommate, for example. Enter instructions/clarifications in the Label text box.

Note

The text the registrant enters in the Request field will display on the Member Dialog, Members and Group exports, and the Manage Org Members page for the organization. This is helpful when you are trying to honor someone’s ‘request’.

Doctor

This will display two text boxes asking for doctor’s name and phone number.

Instruction

This works similar to a Header in that the text you enter as the Label can be positioned where you want it on the registration page. You can add as many Instructions as you need.

Church

The registrant has two options as radio buttons for the Parent’s Church: Member of this Church or Active in another Local Church. This is helpful for indicating whether they are a prospect or not. Search Builder has a condition Reg Active Other Church to help you find those who are prospects.

Coaching

The registrant is presented with the question Interested in Coaching? with Yes or No radio buttons. Search Builder has a condition Reg Interested Coaching to help you find potential coaches for recreation teams.

Note

The first online registrations we created in TouchPoint were for our Recreation Ministry. This is why some of these types of questions exsit.

Emergency Contact

The registrant is required to enter answers in two text boxes asking for Emergency Contact and Emergency Phone.

Insurance

The registrant is required to enter answers in two text boxes asking for Health Insurance Carrier and Policy/Group#. This is necessary for camps or teams where a registrant might get hurt and need medical attention.

Tylenol Etc.

This presents the label May we give your child and has Yes/No radio buttons for Tylenol, Advil, Maalox, Robitussin.

Parents

The registrant is required to enter an answer in one of the two text boxes asking for Mother’s Name and Father’s names.

Optional Fee

For the Label, enter text telling the registrant that they can enter the amount they want to pay. The registrant can enter any fee, including zero (0) in the box presented. The use case would be a teachers’ leadership meeting with a fee of $15, but you don’t want a teacher to be excluded if they cannot pay the fee.

Caution

This is designed to be used when you have a Fee on the Fee tab. This is not designed for use when you have other fee-associated options on the Questions tab. Also, this is not how you would ask for an extra donation. For that, you would use the Ask Donation option on the Fee tab.

Tickets

For the Label, enter text asking how many tickets/dinners/etc. they are purchasing or how many people are coming. This number will be multiplied by the fee (on the Fee tab) to calculate the total they will pay. You could also use the Instruction option if you need further clarification. This is good for things like number of lunches (so the registrant can invites friends). See below for how to add more tickets after a person has already registered and purchased tickets.

Note

Do not use the Extra Fee when using Tickets. If the fee increases after a certain date, just change the amount of the Fee on the Fee tab.

Caution

If you have a Max Limit on the Registration tab, it will apply to the actual number of tickets that can be sold. However, please note, that the last purchaser before the maximum has been reached could actually purchase a number of tickets that would exceed the maximum limit. The next person, however, will see a message that the maximum has been reached.

Example: Maximum is 100 and 90 have been sold, so there are 10 remaining. The last purchaser could actually purchase 12 tickets, because this is not validated until the transaction is completed. We recommend that you set the maximum a few less than you can actually accommodate to account for this.

Add More Tickets

After someone registers and purchases tickets, if they want to buy more (using cash or check..or even pay online), there is an easy way to handle that.

Step 1
  • Go to the Member Dialog for that person in that org and select the green Transaction button and Make Fee Adjustment.
  • Enter a negative number to represent the cost of the extra tickets and enter a note such as ‘buying 2 more tickets’ and click Add Transaction.

Now the person has a balance due equal to the extra tickets. See tip below if the person wants to pay online

Step 2
  • Next select the Transaction button and Add Transaction.
  • Enter a positive number for the total paid by cash or check and enter the check number or ‘cash paid’ and click Add Transaction.

Now there is no balance due.

Step 3
  • Next, click Edit on the Member Dialog and change the number of tickets to the new total the person has purchased and click Save.

Tip

You can also email the registrant a paylink after you make the Fee Adjustment, so the person can pay online. So, you complete Steps 1 and 3 above, omitting Step 2. Then copy the paylink and email it. The paylink will be in the person’s member dialog. Just right-click, copy link and paste it into an email.

Shirt Size

Enter a Label (such as Select the size t-shirt you need) and Fee. Enter both a Description (what the registrant sees) and a Sub-Group name for shirt sizes. You can omit the sub-group name if the description will suffice, i.e. if the name is short.

This sub-group name is what will appear on the Shirt Sizes Report, as well as in the Member Dialog and on the Groups export. This option does NOT create a sub-group.

Note

Be sure to click +Add Item and enter the Description and SmallGroup for each shirt size you are offering.

Check Allow Last Year if you allow them to use the shirt they already have from the previous year (such as for a sports team). This will not charge them the shirt fee. When this is checked, the option Use shirt from last year will be added to the bottom of the list of sizes on the form. The registrant must select this option if they are not purchasing a new shirt.

Tip

If you want the purchase of a shirt to be optional, but not because they will be using ‘last year’s shirt’; you can add an Extra Value to the Organization and enter the text you want the registrant to see. Instead of displaying Use Last Year’s in the drop down menu, it can display No Shirt or whatever you would like.

Grade Options

The label will be Grade Options. Then click +Add Item to create the list of Grades. The Description is what the registrant will see displayed - such as Pre-K (4 yr olds entering Kdgn) and enter the numeric code that corresponds to that grade.

Important

Use the following codes:

  • -1 for Pre-K
  • 0 for Kindergarten
  • 1 for 1st grade
  • 2 for 2nd grade
  • 3 for 3rd grade, and so on

The code for the grade selected during registration will be put on the child’s people record and will display on the Manage Org Members page.

The Label for this option is Grade Option. If you want other instructions such as “Select your child’s current Grade” then add a Header or Instruction and place it just above the Grade Option.

Target Extra Values

When you have Checkboxes, Yes/No Questions or Dropdowns that normally place the person in a sub-group, checking Target Extra Values will create an Ad Hoc Extra Value on the person’s record instead of placing them in a sub-group in the organization. The name you enter for the Sub-Group will be the name of the Extra Value.

Caution

This is intended for a very special type of registration, so think carefully if you are using any of the 3 options mentioned above, as they will all create Extra Values when this is set to true.

SMS Opt-in (see important note below)

The registrant will see “Opt-in to receive Text Messages (SMS)” with Yes and No radio buttons. If they answer Yes, the SMS box on their people record will be checked.

Important

If you plan to use this question, always send a RegisterLink or RegisterLink2. If a person is logged in or receives a RegisterLink, and checks yes for SMS, this flag will get set to true on their record.

However, if you post the link on your website, and people register anonymously (without logging in), even if they check Yes to opt-in for texting, the flag will not get set automatically. You can still set it manually in those cases. But we recommend sending one of the RegisterLinks instead.

Once you have selected an item that should be used only once, there will be a line through it, so you can’t select it again by mistake.

Finding Existing Registration with Duplicate Sub-Group Names

In April 2016, we added an error message to keep you from creating sub-groups with the same names. You may have older existing registrations that have duplicate sub-group names. We have a script your Admin user can add to your database that will find these sub-groups so you can make corrections.

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