How Do I Customize My Registration Forms?

Set Up Registration Forms

Every activity requires a registration form that families will use to register for your activity. You can choose to use the default forms for in-person and online activities or customize your own forms.

When creating a new form, you can select from a list of standard fields available that you want the users to use. Additionally, you can create and add a list of custom questions that families will need to answer while registering.

You can access the forms menu from the dashboard dropdown Activities & Sessions > Manage Forms & Policies

Form Components

Cancellation Policy

A cancellation policy is required for registrations on ActivityHero. It informs families about what happens if they cancel their registration and is displayed during the registration process so they can accept it before completing their registration.

To create a cancellation policy:

1. Go to your dashboard and hover over "Activities & Sessions."
2. Click "Manage Forms & Policies."
3. Navigate to the Cancellation Policy tab (highlighted at the top).
4. Click "Add Cancellation Policy."
5. Copy and paste your policy information into the text editor or draft it directly.
6. Give the policy a name, assign it to a registration form, and click "Save."

Waivers

Waivers inform families about additional policies they should be aware of. While not required, if you add a waiver, it will be displayed under the cancellation policy during registration for families to accept before completing the registration process. If different activities require different waivers, you can create multiple waivers and assign them to the appropriate registration forms.

To create a waiver:

1. Go to "Manage Forms & Policies" from your dashboard.
2. Click on the Waivers tab.
3. Click "Add Waiver."
4. Copy and paste your policy information into the text editor or draft it directly.
5. Name the waiver, assign it to a registration form, and click "Save."

Standard Registration Questions

When creating a registration form, you can choose from a set of standard registration fields available to you. You can specify which of these fields are required for the user to complete their registration. You may also uncheck all boxes in order to skip asking these registration questions.

Note: If you want the participant's age or grade to be verified during the registration process to make sure that it's a valid age/grade for your session, you must make date of birth or grade a required question.

To create a registration form:

1. Go to "Manage Forms & Policies" from your dashboard.
2. Click on the Registration Forms tab.
3. Click "Add Registration Form."
4. Name the form, select a cancellation policy, and, if applicable, select a waiver.
5. Click "Next - Registration Questions" to choose standard fields.
6. Use checkboxes to select displayed fields (left column) and required fields (right column).
7. If needed, add custom questions (explained in the next section).
8. Click "Save" to finalize your registration form.

Custom Questions

You can create your own custom questions that the user will answer while filling out the registration form (e.g., T-shirt size, skill level) or when recording attendance (e.g., reason for leaving).

To access this feature, go to: Activities & Sessions > Manage Forms & Policies > Custom Questions tab in the dashboard.

You can create custom questions and assign them to registration forms or attendance tracking. For more information on attendance tracking check out our help article: How Do I Track Attendance in ActivityHero?

To create a custom question:

1. Click "Add Custom Question."
2. Select if it’s for Registration or Attendance.
3. Enter your question in the text editor.
4. Choose a field type based on the response format:
   • Text Box – Open-ended responses
   • Multiple Checkboxes – Multiple selections
   • Dropdown List, Radio Button, or Checkbox – Single-choice answers
   • File Upload – you can request a file upload from families if you need vaccination records or a document uploaded. Supported formats for file upload are pdf, image, doc, csv. Click here for more information.
5. If required, add predefined options that can be selected (separate with commas, no spaces).
6. Set a default option (optional).
7. Assign a Custom Field Name to identify the question when adding it to registration forms.
8. Then mark if a signature is required (This is only for registration forms) 

Assembling the Form

Once all of the above components of the form have been created, you can assemble these components to create the form. Here are the steps:

Step 1: Create your form and assign a cancellation policy and waiver. You can also enable E-Signatures here, allowing families to sign during the registration process. For more details, check out our help article: How Do I Take E-Signatures?

Step 2: Assign Standard Registration Questions

Step 3: Assign Custom Questions

Step 4: Order Custom Questions

Step 5: Preview Form

Once the form is set up with all the components as described above, you can preview the form and assign it to one or more activities.

Step 6: Assign the Form to an Activity

1. Go to your dashboard and hover over "Activities & Sessions."
2. Click "Activity Manager."
3. Select the activity you want to update.
4. In the left-side menu, click "Descriptions."
5. Scroll down to the "Registration Form" field.
6. Select the form you just added.

Users can now use this form to register for sessions in this activity.