Complete guide for all types of fields as well as instructions and recommendations of how to use them.
Link to Edit Fields Documentation here
What are Preset Fields and when should I use them?: Preset Fields are standardized fields that cover many of the most commonly used elements of a registration form such as; Name, Address, City, Postal Code, Email etc. As well as covering common fields, Preset Fields also cover a variety of specialty fields such as CCC licence and UCI licence.
Preset Fields should be used whenever possible for their intended data type. This is because these fields are associated with standard fields in reporting and in Zone4’s race timing software. When you create a registration you may have preset fields already assigned to your form. These vary depending on what type template you selected in the create a registration page. Using Preset Fields has several advantages including:
- The registration system copies many of these fields forward for each member so that registrants don’t have to keep typing them in for each family member.
- Selecting them from a list makes for a much faster process when creating your registration form.
- If registrants use the QuickList feature to store their registration information and that of family members, the Preset Fields will all be pre-filled by the matching standardized field in their Quicklist data. This will make your registration much more user friendly.
- The system has bilingual captions stored for these fields and will display the appropriate language on either side of the bilingual form. All custom fields are unilingual and any bilingual text must be written into each caption / description when configuring the field.
- For ski clubs that are members of provincial divisions, the preset fields also correspond to standardized fields in the Divisional Membership System. This allows each individual member to be imported into the provincial system automatically making reporting and invoicing much easier.
- Some fields have special logic attached to them including the CCC Membership field, CCC Waiver field, CCC Licence, FIS Licence, Club, Team, PostalCode, DOB, and Gender so it is important to use these fields instead of custom alternatives.
To add Preset Fields simply select them from the drop down menu pictured below.
What are Form Elements and when should I use them?: Form Elements are tools that help to divide and organize your registration form into various sections such as; Racer Info, Contact Information, Saturday Events, Sunday Events etc. Using Form Elements will make your form more user friendly and easier to navigate. It is up to you how much, or if, you use these features. Using them is however recommended, especially if you are collecting a lot of information and have a long registration form. There are three different types of form elements covered below.
- Text Blocks/ Images – are HTML text areas that can include text, images, links, instructions, tables, or whatever you want to enter. The editing interface acts much like Microsoft Word uses a very flexible WYSIWYG (What You See Is What You Get) editor. You can format the text however you want and include tables for better layout control. See the FAQ-> How to I insert images into a registration for more details.
- Separators – Separators break the registration form into visible blocks. These are pointed out with arrows in the example pictured below.
- Headings– Headings are a way of giving titles to various sections of your registration form and are often used in combination with Separators. It is recommended to insert headings after a separator as this will clearly display various segments of your registration form. An example of headings being used with Separators is pictured below (both the Admin and Public side are shown). Headings are circled and arrows point to separators.
There are five types of fee fields to suit various needs. These are:
- Fee Option Checkbox
- Multiple Quantity Fee
- Single Choice Fee Group
- Discount Code
- User Set Fees.
Features Unique to Fee Fields
Before getting started with the five types of Fee Fields. Keep in mind that Fee fields have some unique configuration options that Preset, or Data, fields do not. These are covered below;
- Price 1, 2, and 3.
All fees can be given 3 different price levels. These correspond to the “Optional Price Increase Dates” set in the “Set Early or Late Registration Dates” covered in the Payment Options documentation. If you aren’t using the Fee Increase Dates, or aren’t increasing a particular fee at the specified dates, just leave the Price 2 and Price 3 columns blank. These optional prices are pictured above.
- All Events Discount
This is a feature which allows you to offer a discount that gets applied automatically if a registrant selects all events that have a discount specified. As an example, lets say you have 3 days of racing with a registration fee of $20 for each day. You enter an All Events Discount of $5 in each of the 3 race day fee fields. If someone selects all 3 of the days, then they will get a $5 discount for each one totalling $15. Note that registrants must select all of the fields that have an All Events Discount in order to get the discount. This discount is applied automatically so no choice is required by the registrant.
- Quantity Limits
This allows you to limit how many of an item are available. Note that this is NOT per-person or per-cart limit. It applies to the entire registration. As an example, lets say you decide to sell event t-shirts. You only get 25 shirts made because you don’t know how much interest there will be. You can set the optional quantity limit to 25, that way the option to buy t-shirts will not longer be available when you are sold out.
If you have specified a Tax rate in your Payment Options you can decide here whether you want to apply that rate or not. This gives you item level control of which fees are taxable.
Fee Option Checkbox
What is a Fee Option Checkbox and when would I use it?: A Fee Option Checkbox is a basic type of fee field that is most often used to collect fees, either optional or mandatory, when there aren’t multiple options available to the registrant.
For instance if you are collecting club membership fees and the fee is the same for anyone registering then this type of field would be used. Once added, the fee will be displayed on the user side as a simple checkbox, with the price and the field caption next to it. An example of this being used with the caption “Membership Fee” is pictured below.
Multiple Quantity Fee
This fee type is similar to the above, but allows each person to order more than one of a specific item. You set the price for a single item, and registrants have the option to purchase multiple quantities of the same thing by simply entering a number into a box as is pictured below. This can be especially useful if you’re selling hard goods such as banquet tickets or event swag.
Single Choice Fee Group
What is a Single Choice Fee Group and When would I use it?: This type of field is for when administrators want to give users a list of options to choose from, but only want users to be able to choose one option from that list. In other words it’s when registrants need to “choose one of the following options”. One possible use of this field is for selecting programming on a club registration form. An example of this on the public side is pictured below. How do I use them?: For this type of field you can give registrants as many options to choose from as you want. Fill in the mandatory settings by giving each option a label in the “Option Text” box and a price in the “Price 1” box. Use the Add Option button to add options, the Del checkbox to remove them and the arrows to re-position them (all circled below). An example of a filled in configure window for this type of fee is pictured below.What if I want users to be able to select multiple options?: If you want registrants to be able to select multiple options then simply add multiple “Fee Option Checkbox” fields (previously covered) rather then using a “Single Choice Fee Group” field.
As well as there being mandatory settings for each option, there are also many optional settings. Most of these have already been covered in the “Features Unique to Fee Fields” section of this documentation, but there are two settings unique to this type of field. These are Age and Gender filtering and are highlighted in the picture below.
What is Age and Gender Filtering?
Age and Gender filtering is a way to automatically limit the number of options available to a registrant based off of their age and/or gender. This is most often used for race registrations where the category users can register for will often be determined by these two factors. When a registrant is filling in their form only the options they qualify for will be displayed. This can help to reduce the number of registration errors.
Gender Filtering: For gender filtering to work one of the previous fields on the registration form needs to be a Gender Field. Note that this will only work if the gender field is a Preset Field not a Custom Data Field. If this is done then simply select which gender you would like an option to be limited to in the limit gender column as is pictured below.
Age Filtering: Age filtering works by giving an age range to an option by entering a minimum and/or maximum age for a given option as is pictured above.
When specifying age ranges, you should also specify the date on which you want their real age calculated. Some races may want age ranges to be calculated as of December 31 of the current year, while others may want ages calculated as of the race date. This setting can be found in your the Advanced Settings of your races Basic Settings tab. These steps are numbered below.
The “Age Calculation Date” is the only field that you will need to change next year if you make a copy of your current year’s registration.
What are discount codes and when would I use them?: Discount codes are an easy way for event organiser to give discounts to desired registrants. One possible use of this field is if a club is organizing a race and wants to offer a discount to members of their own club. In this case they would set a discount code and then distribute that code among their members (usually via email). When the members enter the correct code they get the applicable discount.
Types of Discounts: There are three different types of discounts that you can set. These are;
- Discount By %- This discounts the registrants fees by the specified %. So 100% would mean a %100 discount or “Free”.
- Deduct Set Amount- This deducts a set amount from the total fees that a registrant owes.
- Pay set Amount- This means that the registrant will pay only the fee specified in the discount code no matter what he owes before entering the code.
Configuring Discount Codes: You can add as many different types of discount codes as you want. Below in an example of two codes being set by the administrator. The first code “Sponsor7732”, will apply a 50% discount and the second, “Elite44” will deduct $20 from the registrants fees.
Pictured below is a preview of the the above discount code field on the public side.
User Set Fee
What is a User set Fee and when would I use it? User Set Fee’s are fees where the registrants can determine the amount they want to pay. These are most often used for donations.
Settings: The only setting unique to User Set Fees is the option to have a minimum fee as is pictured below.
Link to Edit Fields Documentation here
Custom Data Fields
What are Custom Data Fields and when should I use them?: Custom Data Fields are fields that cover any type of data needing to be collected where no Preset Field exists and there are no fees needing to be collected. As such what they’re used for will depend highly on the type of registration you are making. Most of these will be easy to configure and use, especially once you have developed a good understanding of how to use Fee Fields. Following is a summary of each different type and some of their possible uses.
These can be useful for data that you need to collect from a registrant that involves a short answer. These can include; emergency contact, parents name, food allergies/ dietary restrictions etc. An example of this on the admin side is pictured below.
The simple checkbox option is much the same as a “Fee Option” field. It can be useful for, among other things, registrants confirming that they have read and understood waivers, or signing up for volunteer activities. The checkbox field can also be useful if you want a list of many options for registrants to choose from where they can select more then one option. In this case you would simply add many checkbox fields. An example of many checkbox fields being used for volunteer sign up is pictured below.
Select From List
This type of field creates a drop down menu where users can select one option from a list. This can be especially useful as a “Conditionally Displayed” field. An example of this would be having a “Checkbox” field for event T-shirts and then having a “Select From List” field to choose a size. It is recommended that you use the documentation covering “Single Choice Fee Group” fields as a guide as both types of fields function in a very similar way. Below is one example of this field being used on both the public and admin side.
Single Choice Option Group
This type of field is for when administrators want to give users a list of options to choose from, but only want users to be able to choose one option from that list. In other words it’s when registrants need to “choose one of the following options”. In this way it is the same as a “Single Choice Fee Group” field and can be covered with the same documentation. This type of field can be useful for volunteer signups where registrants can only select one option as is pictured below.
This field can be useful for, among other things, asking registrants what date they would like to volunteer for, or entering (as some registrations require) their health card expiry date. An example of the latter use is pictured below.
Usually used as a mandatory field. This can be used for consenting to photos of you from the event being posted on the event website and/or social media feeds. It can also be used as confirmation of having read and understood waivers.
This field can be useful if you want to collect a more substantial amount of information from registrants. One example of this being used is for registrants adding details about themselves for the race announcer to use. This use is pictured below.
Link to Edit Fields Documentation here