If your team builds similar forms repeatedly, you should consider using form templates and implementing this in your work processes – which will save a lot of time and ensure a quality assuring process.

Project managers will then be able to simply copy from a template, test the form and distribute the form link.

Form templates can be set up and edited by Office Admins and Super Admins.

All Project managers can use templates.

  1. How to create a form template

  2. Creating template lists

  3. How Project managers can use a template

HOW TO CREATE A FORM TEMPLATE

  1. Create a project

    • Click start from scratch

    • Check Create as template

    • Enter a project name.

    💡 Choose a name that clearly identifies what the template is for and which type of form it includes

    • Select a customer and customer contact person.

    💡 Create a customer to assign to templates only. Label this "internal".

    • Insert a location (this can be changed in the copied project) or label this *type Location*

    • Insert a start and end date.

    Once the project is created, you will see that the Project number and Project is highlighted in purple. This indicates that the project is a project template.

    2. Create and define the form content

  • Enable Form under the Form menu.

  • Disable the Frontpage if not required.

    If required, you can create the form frontpage and this will be copied into a new project each time the template is copied.

  • Personal details: Complete any general information on this step.

  • Booker fields: Enable booker fields that are always included on your forms.

  • Participant custom fields: Create any Participant custom fields that are always required per form in order to get this information from the participants. For e.g. date of birth or allergies/dietary requests.

    For projects where there are the same structure or content being added for each form, you can set up the form steps in advance. For example, projects for pre-packaged tours, recurring educations seminars, name reporting for suppliers, repeat customer events and so on.

  • Add any products, prices, refund rules and enable mandatory settings on form steps.

  • Summary step: Enable terms and conditions (optional) to add a common set of terms and conditions. This way they will always be included per form.

3. Enable general Form settings

  • General: check the Published option.

    All forms must be published so that participants can view them. This ensures Project managers have one less thing to think about when distributing the form.

  • Default country: This can be set to a default country if the majority of participants are domestic.

    If this changes per form, leave this set to default use booker's browser language.

  • Booking confirmation: Here you can select the Email sender and define the content in the email subject, email body (Template) and login link.

NOTES

  • Office and Super admins can edit and access a form template at any time by searching for templates from Project search. You access and edit the form template like any other project with a form.

  • TIP: Click show templates and only templates will appear in Project search.

  • Office and Super admins can also set existing forms to templates by going to Project settings and checking Template.

  • When Project managers copy from a template, they should still always check all content, dates and information are up to date. They should also test the form before distributing the form link to customers or participants.

    Which form view is best to use when building forms

CREATING TEMPLATE LISTS

You can also set up participant lists in the template project and pre-select the fields and information that should be available in lists.

👉🏽 View this article for a step by step on how to create a participant list

HOW PROJECT MANAGERS CAN COPY FROM A TEMPLATE

As a Project manager, you are able to copy the whole contents of a form template. You are not able to view or edit a form template.

  1. Click to create a new project as normal.

  2. Click Use template (this option can appear by default for new projects, contact us if this should be set to default)

  3. A select template field will appear and you can choose a template to copy from the drop down field.

4. Select the template and complete/update the Project settings if required.

5. Click create.

6. You now have a form with pre-filled content ready for quality assuring.

Another way to copy a form template is from Project search.

  1. In Project search click the Show templates button to bring up only form template projects.

  2. Hover over the row with the project you want to use and a copy icon will appear:

3. Click the copy icon and you will be redirected to the new project page.

4. Complete/update the Project settings or click create if not required.

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