The Form Builder

To accommodate the diverse paperwork and data collection needs of your branches, Memberworks integrates the Survey.js Form Builder directly into the administrator console. This visual drag-and-drop tool allows you to design and publish completely customized registration sheets, emergency contacts, waivers, and questionnaires without writing code.

1. The Form Builder Workspace

Accessed via the back-office under your form settings, the designer workspace provides a visual canvas for building your form:

• Drag-and-Drop Elements: You can easily add text boxes, multi-line paragraph fields, dropdown selectors, and checkboxes.

• Dynamic Document Uploads: You can add a File Upload component to any form. This allows parents or participants to upload images or PDF files (such as immunization records or physical physical exams) directly from their mobile devices or computers.

• Waiver Signatures: You can place a dedicated Signature field on any liability waiver. When completed, the system automatically registers the document's status as "Signed" in the participant's history.

2. Configuring Form Rules & Gating Logic

Once a form is designed, you must configure its prerequisite rules to control how and when the system collects this data during the registration process:

• Timing Options (Gating the Member Journey):

  • Before Payment (Gated Checkout): This is a hard gate. The member cannot proceed to the payment screen or complete their registration until the form is fully completed. Use this for high-priority liability waivers.

• After Payment (To-Do Flow): The member can checkout instantly. The form is then automatically pushed to their account as an outstanding To-Do that must be completed before the program start date.

• Person Target (Household vs. Individual):

  • Individual Target: The form must be completed separately for every single registered participant (mandatory for personal rosters and health details).

  • Household Target: The form only needs to be completed once per family unit. A single parent signature on a "Household Liability Waiver" can satisfy the prerequisite for all children in the household, saving your members time.

• Approval Controls (The Review Gate):

  • If toggled to Yes, when a member submits a form, it enters a "Pending Review" status.

  • An administrator must physically review the answers or uploaded document and click "Approve" to satisfy the prerequisite.

• Require Re-entry or Reacknowledgement:

  • If Full-Reentry or Reacknowledgement is disabled: The system remembers historically submitted forms. When a member signs up for a new program, their previous answers auto-populate for quick confirmation.

  • If Full-Reentry is enabled: The system forces the user to fill out a completely blank form on every new registration. Use this for highly time-sensitive forms like field trip permission slips.

  • If Reacknowledgement is enabled: The system forces the user to review their previous answers each time they register. Use this if typically answers will stay the same, but you just want verification.

3. Admin Review & Form Modifications

Managing and auditing form data is centralized within program, staff, and volunteer management:

• Reviewing Submissions: Administrators can view outstanding submissions from the Pending Approvals Grid or directly inside the Prerequisites tab of a member's profile.

• Administrative Edits: If a parent makes a mistake on a submitted form (e.g., entering an incorrect phone number), admins with proper permissions can click "Edit Response" to correct the answer directly without rejecting the form and forcing the parent to re-submit from scratch. The system tracks all changes in an audit trail for the form

• Form Answers Report: You can easily run and export a Form Answers Report to compile all participant answers from a specific form into a clean spreadsheet for camp counseling or childcare auditing.

System Setup Checklist for Chapter 13

• Mark Required Fields: Ensure vital fields (like emergency contacts or signatures) are checked as "Required" inside the Survey.js designer.

• Establish Sizing & Styles: Verify that text blocks and dropdowns wrap properly to ensure your forms are easy to read on mobile devices.

• Set Gating and Timing: Match your form's gating setting (Before vs. After Payment) with your branch's operational policies.

• Map Household Waivers: Set generic policy agreements to "Household Target" to avoid forcing parents to sign the exact same waiver multiple times.