Byga Custom Forms Management Document

Please click the link for Byga Custom Form Management documentation.

Here are the main points of the file:

• Purpose: This document describes how Byga's Custom Forms module can be used to manage various club workflows, both with and without payment requirements.
• Access: Custom Forms are managed via "Admin -> Custom Forms."
• Examples of Use Cases:
  • Without payments: Volunteer signups, newsletters, request forms, quick polls.
  • With payments: Camp/program registrations (not requiring team management), donations, sponsorships, event ticket sales, other fundraising.
• Managing Custom Forms (Section 1):
  • Creation: Create a new form or edit existing ones.
  • Form Menu Options: Settings, Edit form, Make a copy (clears payments/inventory), Go live/Close, Share (link/QR code), Email all submissions, Delete (cannot delete forms with paid invoices).
  • Settings Tab (1.3):
    • Form name, Season (impacts team selection).
    • Publicly accessible: Determines if users need to be logged in.
    • Verify public submission: Requires email confirmation for non-logged-in users.
    • Requires payment: Enables the Payments tab.
    • Payment doesn't require selecting a player: Option for payments not tied to a specific player.
    • Confirmation email subject and Thank you message (supports keywords like $contact_name, $payment_amount, $submission).
  • Form Tab (1.4): Used to build the form using various element types:
    • Form flow fields: Text, Image, Separator.
    • File upload: For collecting documents.
    • Standard input fields: Text input, Multiple choice (radio, checkboxes, dropdown), Inline waiver.
    • Contact/user fields: Full name, Address, Email address, Phone number (often better to use "User" element for integrated contact info).
    • Date and Time.
    • User element: Creates a Byga User if email is new, can designate as submitter or player contact.
    • Player select: Links to existing Byga players or creates new ones; can customize DOB range.
    • Team select: Shows user's team or all teams for the season.
    • Donation: For fixed or custom donation amounts.
    • USA Lacrosse verify (4.2.1): A specific field for verifying USA Lacrosse membership status and validity date.
  • Form Element Options (1.4.1):
    • Enabled: Controls visibility (can be hidden from submitter for admin-only use without deleting data.
    • Required: Makes a field mandatory.
    • Delete form element (deletes associated data).
  • Save/Preview (1.5, 1.6): Changes must be saved; forms can be previewed.
  • Share (1.7): Provides a link/QR code.
  • Form Responses (1.8): View and manage submissions. Individual responses can be deleted (unless associated with a paid invoice). Form fields can be edited inline for text, radio, pulldown, and checkbox fields (except player/user select fields). Responses are sortable by Timestamp, Club User, Multiple Choice, Email, Dropdown, Phone, Team Select, and Text Input (New in 3Q2024). Exportable to .csv.
  • Payments Tab (1.9 - if enabled):
    • Base fee: Applies to all submissions.
    • Member discount: Fixed amount or percentage, based on various membership definitions (competitive, any program, any team).
    • Forms of payment: Credit/debit cards and/or eChecks.
    • Payment account: Can change the default.
    • Item specific fees: Prices can be added to items within Multi-select, Checkbox, or Dropdown fields.
  • Inventory Tab (1.10 - if enabled): Manage limited quantities for items (total submissions or specific items). Options for when quantity runs out (remove item, replace text).
  • Notifications Tab (1.11): Configure daily submission summaries for selected club groups/roles.
• Custom Form Output (Section 2): Responses can be exported and filtered by Paid/Unpaid status. Exports include invoice details and Player ID and User ID for form-based workflows involving players.
• Invoice Management (Section 3): Byga provides capabilities to manage invoices created by custom forms, documented separately.
• Permissions (Section 4.1): Requires the "Manage Custom Forms" permission in the Miscellaneous permissions tab.
• Sports Specific (Section 4.2): Highlights the USA Lacrosse Membership Verification widget, which can be added to forms to verify membership status and validity.