Advanced Forms

Advanced Forms

Setting Up a Lunch Order Form

Many schools have the need to have an online ordering system that allows parents to prepay for their child's lunch, giving them the option to choose the variety and amount and choose to pay for the entire semester or just specific days.

There are two factors to consider when setting up your form:
  1. Make it as easy as possible for parents to order.
  2. Assure that you get the reports that you need.
Here is an example of a form that would allow parents to purchase pizza for their students each Friday with 3 varieties of pizza at 5 different price points based upon quantity.

On the form:
  1. Parents should be able to order throughout the semester.
  2. The varieties of pizza are: Cheese, Hawaiian, and Pepperoni.
  3. Cost is $3/1 slice, $5/2 slices, $7/3 slices, $14/whole pizza, $12/teacher pizza. 
  4. Reports should verify what has been purchased for each child, by grade, each week, as well as totals of what needs to be ordered. Additionally, it would be helpful to be able to run a cost analysis on a monthly basis.

To create the form:
  1. Have one pizza order form for each month by creating one lunch template form that is duplicated each month. This allows you to leave open orders for the current month and close the forms for prior months. It also allows you to create less SKUs.
  2. You can also choose to have all forms active at the beginning of the order period.
  3. Forms are set to One Per Student, One Time Only. So once parents place their order for that month, the form will not be presented to them again.
  4. Create SKUs for 1st Friday, 2nd Friday, 3rd Friday, etc.
  1. SKUs can be the price point with options as the kind of pizza. The concern with doing it this way is that the reports are going to be a little more difficult for you to calculate how many cheese pizzas you have because the orders for cheese slices are options on 5-6 different SKUs.
  2. The other option (recommended) is to create a SKU for each variety/price. This will give you more flexibility in how to run the reports.
  1. SKU name:  PZ-cheese-1-1  (PZ-cheese-1-1 = Pizza orders - cheese pizza - 1 slice - 1st day of the month.) The SKU name is important because the reports pull data based on the SKU.
  1. Don't add any special notes to the SKU. This will keep the form shorter in length.
  1. Add the SKUs to the form and add section titles that include the date of that pizza order. (Section title = Friday, January 5) The section titles make it easy for parents to see what dates they are ordering for.
On your template you will have all SKUs. When you duplicate the template, you will hide SKUs that are not applicable. So if you don't have a 5th Friday, you would hide all of the line associated with the orders for the 5th Friday.

This setup is a bit lengthy and it will take you quite a bit of time to create all of the SKUs. But, this setup is going to make it easiest for you to manage the sales and reports in the long run. Quite often, the reports are the most important. You want to quickly be able to run the report for ordering and delivery.

Creating a "Contact Us" Form

There are times when you might have a need a way for users to contact you with suggestions or concerns. For example, you might want parents to provide suggestions for fundraisers they'd like to do.
 
The best way to do this is to create a Data Only Guest Form. We have a sample form available that we can add to your account to help you get started. Just submit a ticket with your request through our help desk.
  1. You can edit, delete, and add data fields on the Line Items tab.
  2. We also suggest entering a CC'd email address on the Email tab so someone is notified when the form is submitted.
  3. Once you make it Active, remember to provide a direct link from another area of your site (this link is found on the Overview tab when editing the form.) You can also choose to have it available in the Open Forms list for users that are logged in.

More Information About Guest Forms
More Information About Data Fields

Tagging a Contact on a Form

There are times when you might want to give credit or "tag" a contact of an organization on a form. This will associate the form with the tagged contact and you can elect to have this person automatically notified. In the example below, we are providing the user the option to make a donation in honor of someone and have it tagged to that person.

There are 2 steps to Tagging a Contact on a Form.

Step 1 - Add a Name List Data Field as a Line Item on the Form.

  1. Go to Store & Forms and Select the Form.
  2. On the Products & Data Fields tab, add a Data Field.
  3. On the Presentation tab for the Data Field, select "Name List" as the Field Type.
  4. Add the Conditions for the Contacts that will populate the Name List.




Step 2 - Tag the Form on the Advanced tab of the Form.

Automatically Tag Form
You can choose to tag a contact from your database when the form is submitted.
  1. This defaults to No.
  2. If you select Yes, the system will make sure you have added a Data Field as a Name List on the Line Items tab on the form.

Contact Field From Form
Select the Name List Data Field you added on the Line Items tab.

Notify Tagged User
Should the contact be notified by email that they have been tagged on the form?

Message (Optional)
Enter a message you would like included on the email notification sent to the contact.

.

Email Receipt Sent to User Submitting the Form:



Email Received by Tagged Contact:




Contacts Can See All Forms They've Been Tagged On in their User Profile:


Bundling Forms

Before deciding how to set up your Spring Sales consider the following:
  1. the families you serve and their willingness and ability to pay one lump sum all at once
  2. the importance of forcing the purchase of all items placed within the bundle

Setting up a Bundle Form:

1. Create A New Form - Title - set the form to One Per Student and One Time Only  (make sure under People - Configuration - Student Form - You require Students)
2. Create Catalog Items - 1 for the Bundle (the options will be the grade levels for the school supplies) Create SKUs for all Items to be included in the Bundle - (all SKUs should be priced according to the price they will be when the bundle closes and individual forms are created to sell those items on their own.
3. Add SKUs as products to the form. The Bundle SKU should be on the top of the list.
4. Edit the Bundle line item - use the form specific tab to set the min and max quantity to 1.
5. Edit the other line items - set the override catalog to “yes”. Set the default and the min quantity to the number of items the user will receive when they purchase this bundle.  ie… Yearbook would be 1.  Go to the Sales Information Tab and set the sales price to $0.00.
6. Add an extra custom donation SKU to the bottom of the form if you want to ask for additional donations.
7. Place the form is test mode with current publish and unpublish dates to view the form prior to making it active. Have a few board members test the form to be sure it is functioning how you planned.
8. Log a ticket on the help desk if you need assistance or want on our of team members to take a look at the form.

Membership Chairs need to keep in mind that the system can only assign membership for the parents and the student on the contact record. If I have 3 kids and I purchase three bundles that include 2 memberships each, both parents and the kids will all be tagged as regular members in the system automatically. The one extra membership I purchased will need to be manually added to the spreadsheet you submit to Texas PTA.  You will also want to edit all students making them student members and not regular members if you plan to submit them as Students versus Regular members.
 

Reports - you will use the Order Items Report, Fulfillment Worksheet and or the Student Labels Report under Store and Forms - Reports.

A Visual of the Steps:

Catalog Item - Samples



 Products



Setup Tab






View of the Form as Parents will see it:









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