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.

Important

As of September 24, 2020, the following new features are included on the Questions setting tab:

  • Radio Buttons have been introduced as a new question type and the former Extra Questions has been renamed to Single Line Answers
  • New design elements: Divider, Instruction Highlighted, and Instruction Plain
  • A setting for each individual question to determine whether an answer is required
  • A setting for each individual question to enable/disable the quesion
  • Improved user experience while designing registrations with a simplified layout and clear deliniation in the Add Questions panel between Freeform Questions, Standardized Questions and Design elements
  • Cleaner layout for registrants, especially on the mobile (questions are above the related options rather than to the left)

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.

https://i.tpsdb.com/RegistrationAddQuestion.png

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, Radio Buttons, Menu Choices, 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.


Freeform Questions

Unlike Standardized Questions (below), Freeform Questions do not correspond to a standard field on the registrant’s profile or to standard registration data.

Checkboxes

These are presented as a group of checkboxes.

  • Question 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.
  • Option 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 is the charge when that option is chosen (enter a dollar amount without the dollar sign or leave blank if no fee).
  • Limit is the maximum number of registrants allowed for that option
  • Date/Time is an optional setting that creates a meeting with the registrant added to the meeting as Attending (enter a date in this format - mm/dd/yyy hh:mm am or pm. E.g., 02/11/2018 06:30 PM)

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

Note

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

See also

Online Registration Checkboxes for more details about checkboxes

Radio Buttons

These are similar to dropdown questions in that the registrant can make only one selection and will be entered in a sub-group within the organization. But rather than displaying the options in a drop down menu, the options are displayed with radio buttons.

  • Question is the description that appears above the options.
  • Option is the dropdown 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 is the charge when that option is chosen (enter a dollar amount without the dollar sign or leave blank if no fee).
  • Limit is the maximum number of registrants allowed for that option
  • Date/Time is an optional setting that creates a meeting with the registrant added to the meeting as Attending (enter a date in this format - mm/dd/yyy hh:mm am or pm. E.g., 02/11/2018 06:30 PM)

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

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 add other questions.

Single Line Answers

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. You can also put a Header above the groups of questions, if needed. See Header section below.

Multiline Answers

These basically work just like the Single Line Answers 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.

Upload Document

For each Upload Documents item you include in the registration, the registrant is provided a button to select and upload a file. Label the item with a description of the document being requested.

The uploaded documents will be accessible on the registrant’s Member Dialog, on the Questions 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.


Design Elements

These allow you to organize your registration to include instructions.

Divider

Adding this will put a dividing line between registration questions at the position you determine.

Instruction Highlighted

This works similar to a Header in that the text you enter can be positioned where you want it on the registration page and can include HTML. Your text will be highlighted in light blue. You can add as many of these as you need.

Instruction Plain

Identical to the instruction type described above, but without the highlighting.


Standardized Questions

These are questions that relate to standard registration information (such as passport information). In many cases the question is associated with a field on the registrant’s profile with the answer updating the registrant’s profile with the new information.

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.

Church

The registrant has three options as radio buttons for the Parent’s Church:

  • Member of this Church
  • Active in another Local Church
  • Currently not attending a church

This is helpful for indicating whether they are a prospect or not. Search Builder has conditions Not Church Member and Rec 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 exist.

Special Request

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

Emergency Contact

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

Grade Options

Enter a suitable Question to indicate what should be selected. Click +Add Item to create the list of Grades. What you enter as the option 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.

Insurance

The registrant is prompted 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.

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.

Shirt Size

Enter a Shirt Description (such as Select the size t-shirt you need) and Fee. Enter both a Size Description (what the registrant sees) and a Sub-Group name for shirt sizes. You can omit the sub-group name if the size 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 in the organization.

Note

Be sure to click +Add Item and enter the Size 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.

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.

Suggested Fee

For the Question, 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. An example 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.

Approved Medications

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

Passport

The registrant is required to enter answers in two text boxes asking for Passport Number and Passport Expires Date. This is useful for mission trips or other trips out of the country, where it is desirable to have a record of participants’ passport information.

The passport information entered will be included on the Registration Report (both PDF or Excel) and on the registrant’s Member Dialog.


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.

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 three options mentioned above. For any of these three types of questions, selecting Target Extra Values will result in Extra Values being created on the person’s record and sub-groups will not be created in the organization.

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.



Latest Update 09/24/2020

Updated article with new features introduced on 9-24-2020. See the notice marked Important near the top of this article.

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