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.
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 typing in your own section title.
3. Enable or Disable Direct Debit and Mandatory Payment
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 not allow people to pay via Direct Debit and also make payment mandatory by ticking on the boxes 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 (add link when article goes live), type them into the text box provided.
5. Add transaction fee so 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 enable.
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.
Don't forget to click on Save Form.
How to check your form
You can test your form by going to its address (URL) to see the public view of your form. The form URL/address can be found by clicking on the link icon. Then click Copy Link and paste it into the address bar of a new browser window.
Complete the form as a test user, including selecting a product/service, then click on Submit.
2. 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 users do not wish to make a payment at this time they can click Pay Later. People will be able to return to their cart at a later date and make an online payment via credit card or direct debit. They can return to the cart by clicking on the link Click here to pay online at the bottom of their confirmation email. This option is only provided if payment is not set as mandatory on the form.
3. Once you have submitted your test registration, it will be displayed in the database view (Online Registrations > click on the name of the form). The amount Payable will relate to the price for whatever products/services you selected when you completed the form. The amount Paid will show any amount paid either online when the form was submitted, or subsequently if a payment was recorded against the registration later (as below).
In addition to this, the email address registered will also receive a confirmation email that details all the products selected on the form regardless if they have been paid or not.
If someone completing the form does not pay at the time of registration, they can click the Click here to pay online link at the bottom of the confirmation email. This will open up the form payments area for them to complete the payment.
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 do this click on the $ dollar sign button to the right of a persons record, it will expand the view to show the amounts, date and method of payment, and also allow you to manually Add Payment.
For more information regarding online registrations, please see this support article.