Creating (without using the template) a Parent consent - camp - outdoor activity - all Sections (C4) form in Operoo

Creating (without using the template) a Parent consent - camp - outdoor activity - all Sections (C4) form in Operoo

Administrators and Staff can create a Parent Consent – Camp / Outdoor Activity – all Sections in Operoo.  This article outlines the method for creating an eForm from the start. If can also use the C4 template that is saved in Operoo.

Creating an eForm

To start make sure you are logged into Operoo using your username/password combination.
Navigate to Unit (Pack).

Click on the Add eForm button.






Click on ‘ Add Parent Form ’
Click on ‘ Start from a blank eForm ’. You could use one of your eForm Templates but in this instance, we will start from a blank form and we will select an ‘ event form ’.
An event form is for an event occurring on a particular date like a camp or outing. This form will require a parent/guardian to sign a response for a Youth Member to attend a camp or outing for your Unit



Explanation of eForm options
  • Start from an existing eForm: Select this option if you are creating a similar event to one that already exists. The content of the selected eForm will be copied across, and you can make changes to it instead of starting from scratch.
  • Start from an existing template: Select this option if you wish to start from a template. For more information about templates, please see How does an Administrator Create and Use eForm Templates? article.
  • Start from a built-in eForm template: Select this option if you want to use one of the built-in templates such as samples for Media Consent form and Permission form for Event.
  • Start from a blank eForm:  Select this option if you wish to start from scratch with a blank eForm. 

Here is your form and you can start entering data.
TITLE            What is the name of your camp/outing
PARENT EVENT FORM    Here you enter the details that you would put on a C4

You can create a table to hold the summary information for the camp/outing.

 


Above the table note – Camp/Outing Details
Note that once you set how many columns and rows you cannot delete rows only add.

Place        

Where are you going?

From 

Start Date and time

To

End Date and time

Assembly

Where are you leaving from

Assembly Time

When are you leaving

Return

Where are you returning to

Return Time

When are you expected back


You could add cost and payment details to the table above if you have not set up Stripe. Adding payment options to the eForm is available. See your Administrator for enabling Stripe payments.
The next part is acceptance, and this is a compulsory field, and this is always pre-populated into your form because you selected a form requiring a signature for acceptance


That is a very basic form, but you can add additional fields and move them up or down the form to out the acceptance bit last.
There's a variety of form elements available for customisation. For a detailed explanation of each of the fields, please see this knowledge-base article What are the different eForm Question Types that an Administrator can use?. 

You can add the following field types to your form:

Multiple Choice Question

Ask your respondent to choose one or more answers from a list of choices – e.g. activities on offer at the camp/outing

Single Choice Question

Ask your respondent to choose only one answer from a list of choices

Single text line question

As your respondent to write a short answer to your question

Textbox Question

Allow your respondent to write a multi-line response to your question

Yes/No Question

Ask your respondent a Yes/No question

Checkbox Question

Ask your respondent to answer a checkbox question

Attachment Request

Allows your respondent to attach a photo or file

Appointment Time

Allows your respondent to select from a list of appointment or roster times. You can also limit the number of people allowed for each time slot  - e.g. Bunnings BBQ Roster or working bee

Request Volunteer

Allows your respondents to volunteer for an activity/outing/event

Working with Children Check

Obtain Blue Card Numbers – do not use

Date Request

Respondent can select a date from a calendar

Table

Add a table

Multi columned list

Use this to add a list

Signature

Use this element to collect a general signature

Acceptance

Allows for the collection of a signature from a profile owner

Participant Acceptance

Allows for the collection of a signature from a participant

Additional notes

Add additional instructions

Attachment for user

Link a document in your eForm – equipment list

Payment Request

Ask your respondent to make a payment while they are completing the form



Member Selection

Once the questions have been ordered correctly, choose the members/profiles that will be added to the eform under the  Member Selection section.  Leave this as Drag and Drop (Manual eForm) – this is how you invite your Members to a specific event. You can invite any Member that is available to you within your login – E.g. – all the Cub Scouts if you are a Cub Scout Leader



Once you have filled all the detail you need click ‘save’

Settings

The next section is ‘Settings’. This is where you enter for form parameters

Start Time Zone – set to (GMT+10:00) Brisbane

Event Start Date – the first date of the camp/outing

Event End Date – this is the last date of the camp/outing

Responses can be accepted and changed up until – what is the cut off date for responses?

Frequency of Email reminders – how often do you want to remind your parents to respond – you may need to let your parents know that this will happen with all Operoo Forms unless you set it otherwise





You should not be able to click ‘Enabled’ unless you are an Administrator (Group Leader/LiC/DC etc) or unless an Administrator has turned on Staff to enable eForms. Check with your Administrator if you are unsure.

You can set these forms up ahead of when you want them to go out and nominate when they are to be sent – Use the Auto Enable Date’ – administrators can add the date here.

You can ask that the Care Profile is Up to Date when parents are accepting the form


Add eForm replies to profile.


Allow staff to SMS – click yes if this feature has been set up


Display staff (Leaders) contact details


Send email notification when an eForm response is submitted or changed.
Leaders email address listed here may not want to know every time someone submits or changes a form – Leaders can log in and look at the form page to see who has/has not responded


Reply to – if a user clicks reply to an email message, this email will receive the reply.


Automatically archive this eForm on. You can set this date anytime after the event or it will do this automatically.
The form will be archived on this date and not be visible to Members and parents once archived. Administrators can restore an eForm at a later date should it be needed.



You can select a colour for the form – Recommendation is to go with section colours – if it is a Group event/activity then you can use blue.



Click on the  Save and next

Triggers

This is new Operoo feature and you can just ‘Save and Next’ . More information on Triggers found here. 

Preview the eForm

This section shows you what the form look like and you can print it off if you need to.

For Leaders with Staff access this is only available at this time. If you wish to print the form again later, an administrator will need to do it for you. Recommendation is to print the form to a PDF if you need to send it to Members not using Operoo.

Click Next
You can send a sample email to see what it looks like at the parent end or just click ‘Done’

Voila your form is done and ready to go…sort of. You now need members assigned to the form.

It is also possible to generate a sample email showing what the primary Care Profile Owners will receive by doing the following:
  • Click  Send Test Email
  • Type your email address on the space provided
  • Click  Send
  • Click the  Done  button to go back to the home page

Adding Profiles to the new eForm

You will now be returned to the  My eForms  screen, with all the eForms that you have created listed at the bottom of the screen.

To add profiles to an eForm, click the  Manage Members  link.



A screen similar below will be shown. The first column will contain all the groups and eForms which the Staff Member has access to and the profiles are shown on the next column. Clicking on the radio button next to the profile name will move it across to the right side.

You can also search for groups, eForm or profiles by typing in the box below the  heading . This search can be used to filter by name, or by group.


Once you have clicked the  Save  button, you are finished and have successfully created an eForm.

Enabling the eForm

In order for Operoo to send the eForm to the Care Profile owners, we need to "enable" the eForm.

Note: Only the Operoo Administrator can enable an eForm. This means that even if Staff have created the content and group list, an Administrator will still have to log in and enable the eForm on his/her end before the system can send the emails to the Care Profile Owners (i.e., parents, adult club members, adult participants, employees, etc.


Click on the three parallel lines in the eform icon. This will open up the form.



Click on  Settings

The Administrator (Group Leaders and Assistant Group Leaders) ‘Enables’ the form by clicking on the check box – once enabled emails will be sent to all those added to that form.

Assigning Staff to the eForm (Administrators)

You will also need to assign staff.  In the form on the left menu click on View/Assign Staff – Leaders going to the camp. You can add helpers as long as they have a blue card and a profile.   All your staff will be listed and you just click on each one and they will be added to the staff for that camp/outing and will have access to youth member details up and until the last day of the camp.


Once the camp/outing is finished, staff cannot see the form.


Introduction to Operoo eForms (Youtube video)










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