FeePay has an easy-to-use feature that allows you to collect additional data from the person completing the enrollment for an Activity. The Forms feature allows you to quickly create online forms to collect data electronically. Previously, this information would have been collected via a paper process or a different program would have been needed to create a custom online form. Administrators can also use the Forms feature site when conducting an administrative checkout to complete the enrollment for the student.
Creating a new form
To create a new form, when logged into FeePay Admin, select Settings then Forms. You can edit an existing form or select the Create Form button to begin the process of creating a new form.
Enter a name for the form and provide a brief description. The name of the form will be displayed to the person completing it on the Public/parent side. Both the name and description will be helpful to you as your library of forms grows.
Hint: if you anticipate changes to a given form from year to year, it is recommended that you include the Year as part of the name of the form.
Multiple Form Submissions: Setting this to Yes will allow for additional responses to the form. Note that when this is set to No, users may still be able to complete the form, submit the form but remove item from cart before completing their registration. If the user comes back to the registration and re-completes and submits the form, the system may display multiple form responses in the administrative side for the same enrollment.
NOTE: Previous form responses are automatically auto-populated for enrollments where a logged in user (i.e., parent) is enrolling a student they have enrolled in the past for an activity with the same form that has been attached to and submitted for a previous activity. (i.e., Parent registers Johnny for Fall Football and completes the MSHSL form online and comes back in the Spring to register Johnny for Spring Lacrosse. The previous MSHSL form responses auto-populate. If the MSHSL form used for Fall Football is cloned/copied and updated for Spring Lacrosse the responses will NOT be populated.)
Fields: To add a new field that the parent/payer will need to fill in electronically, select the Add Field button. Select the Field Type from the drop-down list then complete the remaining items required for that new field. You can enable the check box for Required to ensure any required questions have data before the form is submitted with the enrollment.
Note: The 'Field Name' will affect how the data that is collected, stored, and retrieved. When the data is downloaded as a spreadsheet, what ever text was provided for the Field Name will appear as the column header. Using shorter Field Names will make working with the form data easier to view and sort. More detailed names can be included in the Field Display Name text box as those will be viewable by the end user. In the example below, the Field Name contains less detailed information than the Field Display Name.
Some common Field Types are:
- Text for creating a blank text box to all end user's to fill in data like phone numbers, etc
- Checkbox to create a box that can be checked to acknowledge or agree to information provided
- Signature allows a a name to be entered as a signature and captures the date it was signed
- HTML access to a simple HTML editor to include hyperlinks or other information from another source
- System allows the data being received from the student information system like grade level to auto-populate that field
Hint: If you are copying and pasting from a Word document into an HTML field, the formatting from the Word application may not be maintained due to the non-standard HTML the application uses. Copy and paste the text into a Notepad or Wordpad document, copy it from there then paste it into the HTML form field and the formatting should be maintained. Another option is to use a 3 key combination to paste only the plain text. In Microsoft Windows use Ctrl + Shift + V to paste unformatted text. In Mac OS use Command ⌘ + Option ⌥ + Shift ⇧ + V to paste unformatted text.
Once you have completed creating your new form, select the Save Form at the very bottom of the form. Note: Your new form or any changes to an existing form will not be saved until this step has been completed.
Attaching a New or Existing Form to an Activity
Congratulations! You have created a new form. Now it is time to associate the form with one or more activities. To do this, select on Activities from the Dashboard and use the Search to locate the activity to which you wish to attach your form. Select the Edit icon in the Actions column to edit the existing activity (or select Create Activity to create a new activity). Use the drop-down arrow in the Form field to access the list of existing form(s) and select the desired one to attach.
Note: An activity can only have one form attached. The same form can be added to as many activities as you wish.
Viewing Form Responses
To download the submitted form data, you will use the Activity Form Responses option in the Actions column of the Activity menu.
You will be downloading a report as a CSV file that opens in Excel. You will be downloading a file/report for each activity you need the responses from separately.
Use these steps to download the report of the submitted responses:
- Select Activities from the Dashboard
- Enter in the Search Options and select .
- Select the Activity Form Responses option in the Actions column for the first activity you need the report for (shown above)
- When you select that icon, it will open to a list of student names. When you select the +, a list the responses provided by the parent or student on the submitted form will be visible on the screen.
- Select the Download button to retrieve the responses a CSV file to open with Excel (In Chrome, it will usually be downloaded to the bottom of the screen. When you click on the file, it will open in Excel).
When you open that file, you will see the headings that correspond with the questions that were on your activity form and the responses provided by the parent or student. You can filter the columns of that file to only include the information you need. It can then be saved to send it by email or printed from Excel.