For general instructions on how to create an online form, see this support article.
You can use the form builder to add products/services and pricing to your online registration forms, so that people can select products when they complete your form. This automatically sets the amount payable for each person in your online database view. This works regardless of whether or not you have enabled online payments for your form.
In this article you will find the following information:
How to Add Products to a form
1. Go to the Form Builder View
Login and go to the Dashboard, then select the Online Registrations tile. Here you can add a new form or edit an existing form. When you are in the form builder view of your form, at the bottom of the form is the section called Products where you can add your products and pricing.
2. Modify Products Section Title
By default, the heading Please select: is displayed at the top of the products section. You can modify this Products Section Title by clicking on the field provided and typing your own title.
3. Enable Mandatory Payments
If you do not have online payments enabled, please skip the next few steps and go directly to Step 6. However, if you do have online payments enabled via www.sportspay.co.nz, you can opt to make payment mandatory by ticking the Decline Registration if Payment Unsuccessful box as shown.
4. Set Transaction Receipt Email Address
If you want to add more email addresses that will be receiving copies of the transaction receipt aside from the default one set on Admin Settings, type them into the text box provided.
5. Add Transaction Fee to the Payment Amount
You can select for the transaction fee to show as a separate line item on the registrant's cart.
If you have chosen for it to be turned on, the transaction fee will show under your list of products and you can modify how it is tracked on Xero (if enabled).
This is how the transaction fee will show on the payment cart:
Note: The transaction fee changes according to the payment method selected. Initially, it will show as $0 until you choose from the payment methods available.
6. Enter a Description and a Price for your Product
By default, the Max Quantity will be 99 but you can edit and change this - typically this would be 1. Then click the + Add button to add the product to your form.
7. Edit and Add More Details to Product
Once you have added a product/service, you can edit it by clicking the pencil button on the right, or delete it by clicking the trashcan button, or move it by using the drag-handles button to drag & drop the product/service into a different position relative to any other products/services you have added.
If you have connected with Xero, you can also set the Xero account code and tax rate that will be used when a draft invoice is automatically raised in Xero for you. For information on integration with Xero, please see this support article.
You can decide whether to set products/services on your form to be Required. This means that people must select a product/service before they can submit the form. This is done by clicking on the pencil button beside the product/service, tick the checkbox in the Required column that corresponds to the item, and click on Done.
If you require people to select at least one product/service from a group of options, you can set it to be part of a Group. For example, you could set Junior Subs and Senior Subs to be part of a group, meaning that people must select one of these options before they can submit the form. Click on the hyperlinked word Group.
A pop up will then display for you to tick on the products you would like to group together. Once done, click on Save.
Note: Making a product Required or Grouped doesn't mean that payment is mandatory, it means that product amount will show as owing. To set this up (e.g., no pay-no play policy), please refer to this support article.
Automatically Trigger Selection of Product
You can set a product to be automatically selected when a person answers a specific question on a form. This is by setting a Trigger against a product. In the product options under the Automate heading click the Trigger link.
See this support article for step by step instruction on how to use triggers.
In some cases, you may want to hide items that were once available for purchase. For example, an early bird discounted item or if an item has sold out. Edit the product, tick Hide then Done to hide the product. It will no longer be publicly visible or available for selection.
Allow Online Payments
You can untick the checkbox in the column Allow Pay Online to make the product/service unavailable for online payments.
Although it is unusual to do this, it can be useful in cases where there is a product/service with an extremely high value that you wish to let people pay offline to avoid incurring the transaction fees charged by Visa and MasterCard.
8. Allow Partial Payments (Optional)
Please read this support article here for information on this topic.
Don't forget to click on Save Form.
How to Check your Form
Check your form to ensure that it has been set up correctly so that when registrations are made, you get the expected outcome.
1. Open the Form in a New Browser Window
In Online Registrations, find the form you wish to test. Click the link icon to the right which will display the registration form link below in a grey box.
Click Copy Link to copy the form URL/address link to your clipboard. Open a new window in your browser and paste this link into the address bar.
Note: if you are logged in to Sporty as an administrator, you will see an administrator view of the form. Log out of Sporty, or open your browser in an incognito window to see the public view.
2. Fill out the Form as a Test Registration
Fill out the form as if you were a person registering and be sure to select a product/products. You can delete the test registration afterwards.
Note: Ensure you are not logged in when you complete a test registration. If you are logged in as a user, you can bypass any mandatory payments.
2. Check the Payment Cart Contents
If you have enabled online payments for your form, the next step will show a payment cart view where you/the registrant can select the payment method they prefer.
Note: The Transaction Fee will initially show as $0 until you select the payment method, and then the amount will appear accordingly.
If Decline Registration if Payment Unsuccessful is not selected, this option will be available.
If users do not wish to make a payment at this time they can click Pay Later.
The registrant will receive a confirmation email once their registration has been submitted which includes a link at the top of the email that will take them back to the payment cart so that they can make an online payment via credit card or direct debit.
View the Registration Against the Form
Once you have submitted your test registration, log back in to your Sporty site to see it displayed within the form in Online Registrations.
Go to Online Registrations on the dashboard, then locate and select the specific form to view this. This is where all registrations will appear once they have been submitted. Your test registration will be displayed here.
You can see the amount which you, the registrant, had purchased when completing the registration.
- Payable: the total dollar amount of all products/services selected when the form was completed.
- Paid: the total dollar amount that has been paid on the registration.
- Balance: the total dollar amount that is outstanding on the registration. This will show in red if there is money owing.
The email address registered will receive a confirmation email at the time of registration that details all the products selected on the form regardless if they have been paid or not. This email also contains a link To make payment, click here which will take them to the payment cart and allow them to make payment via credit card or online payment.
Manually Add Payments
Note: If you are connected to Xero, you cannot manually add payments.
You can manually add a payment to a persons record for instances where the person has paid you separately by cash or internet banking.
To add a manual payment, click the $ icon to the right of the registration record.
This will expand the view below the registration record which will show the amounts, date and method of payment. It will also allow you to manually add a payment to the record by entering the dollar value you want to add, then click Add Payment to confirm.
You will then see the amount deducted from the balance.
For more information regarding online registrations, please see this support article.