Creating (without using the template) a Parent consent - camp - outdoor activity - all Sections (Y4) form in Operoo
Creating an eForm
To start make sure you are logged into Operoo using your username/password combination.
Navigate to the 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 our eForm Templates, but in this instance, we will start from a blank form and 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 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 Y4
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?.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 | Ask your respondent to write a short answer to your question. |
Text box 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+9:30) Adelaide
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.
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’
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
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 checkbox – 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, once you just click on each one, 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 can no longer see the form.
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