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At the top of the screen tap + New and then tap Form in the menu.

 

Forms in UCare are just like their paper based equivalent: they help ensure all the required info is collected. As the required info is different for each church and ministry Forms can be customised with different questions.

Forms can be used to help keep track of connecting things like new people, volunteer applications, staff leave requests, leadership development, marriage preparation and more.

If Notify owner of new responses is checked then whenever a new response is saved an email notification will be sent to the Form owners; in this example Prayer Request form that would be Andrew Peterson.

If Add a question to help avoid automated SPAM submissions is checked, then when the form is accessed anonymously a CAPTCHA question is added to verify that the form is being completed by a real human and not by a computer or other automated system. UCare can determine that many viewers are real humans on so this is only displayed if UCare is unsure.

The confirmation message will be displayed to the person filling out the form once they click submit.

Tip: If the form has restricted access, then not only is the form restricted, but also any responses. People with the correct security access will see responses on the corresponding person's profile, people without the required access won't even know the form or the responses exist.

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Questions

The questions that are added to the form determines what information is collected. The type of questions that can be added to a form are listed below.

If a question is required then the response cannot be submitted until valid info is entered. If a question title is left blank, then the field type will be used as the question label; otherwise enter a label and any help text.

A default question response can also be entered and will be prefilled each time the form is viewed. If a Person or Related Person question is added then you'll have the option to save other answers to the person's profile.

Note that when you hover over the left side a question you'll see a drag handle that will let you reorder the question. Click and drag the handle up or down to change the questions order.

Click on a question to change its properties. Questions have buttons in the bottom right. The Trash can button will remove a question and the Copy button will create an exact copy of that question.

 

Person

The person question allows you collect info about a person and optionally to link a form response to a profile. It uses the person's name and either their email or mobile to match with an existing profile. If no match is found then a new profile can be created, this can be turned off using the Profile linking options. For instance you could choose to only link if there is an existing profile, if you choose this option then when viewing the response you can create a profile with a couple of clicks.

If a similar but different profile match is found then the new profile will be added the similar person's household. This happens when people use a slightly different name or contact info and may require you to occasionally merge duplicates.

Tip: If this is a family registration form then making the Image optional means you can get a photo of parents and children. When the form is used on a tablet or phone you'll be able to use the camera to capture the person's photo.

Automation

In the Automation section of the person question you can choose to add any people that submit form responses to a Group or a Process. A process will allow you to track the person through a series of steps and automate actions like sending personalized email, SMS and more. For example; you could create a new person's form and a new person's process to help get new people connected to your church. The process could then send a follow up welcome SMS the same day and a getting connected email on the following Monday.

The first drop down menu for each automation determines which respondents to add. By default it will add all people but you can choose to only add new profiles or alternatively only existing profiles.

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Related Person

The related person question allows you to collect info about a person and their relationship to the Person question. It uses the person's name and either their email or mobile to match with an existing profile. If no match is found then a new profile can be created, this can be turned off using the Profile linking options. For instance you could choose to only link if there is an existing profile, if you choose this option then when viewing the response you can create a profile with a couple of clicks.

If a similar but different profile match is found then the new profile will be added the similar person's household. This happens when people use a slightly different name or contact info and may require you to occasionally merge duplicates.

Once both profiles have been matched or created, the selected relationship will also be added. If multiple Relationship types are specified then a dropdown menu of the options will be displayed when complete any responses.

Tip: If this is a family registration Form then making the Image optional means you can get a photo of parents and children. When the form is used on a tablet or phone you'll be able to use the camera to capture the person's photo.

The Allow this person and linked questions to be duplicated option is checked, then when filling completing any response a button will be displayed under this question. When clicked it will create a copy of this question and any questions that are linked to just this question. This is useful if this is a family registration as it means that you can add a Related Person question for a child and then the family can click the button to additional children.

Tip: If you duplicate a related person question then any questions that are set to save to this question will also be duplicated.

Automation

In the Automation section of the person question you can choose to add any people that submit form responses to a Group or a Process. A process will allow you to track the person through a series of steps and automate actions like sending personalized email, SMS and more. For example; you could create a new person's form and a new person's process to help get new people connected to your church. The process could then send a follow up welcome SMS the same day and a getting connected email on the following Monday.

The first drop down menu for each automation determines which respondents to add. By default it will add all people but you can choose to only add new profiles or alternatively only existing profiles.

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Question options

The following question types all have these fields: Title, Help text, Default, Required question and Save to / Link to.

Title allow you to label a question, while Help text allows you to add a message next to the label to help the person completing the question. Default allows you to specify a default option, while Required question is used to ensure an answer is provided.

Save to / Link to

Use this field type to link the question to a person or related person question. If the field label is Save to it indicates that the linked question may update the profile of the person. 

If a related person question is duplicated then linked questions that are only linked to this question will be duplicated. If a linked question is linked to multiple Person questions then it isn't duplicated.

 

Contact Detail

The contact detail question lets you collect extra contact info, it can be any one of the following contact detail types: Mobile, Email, Home phone, Phone, Emergency number, Web address or Skype name.

If the Save to field is linked to one or more person questions, then when a response is submitted the contact detail will be added to each linked person's profile under contact details.

Having linked this question type to a person question new options appear. First is the option to load existing contact details from the linked person's profile. If the form is sent via email, SMS or linked to an event then the person filling in the form will be able to select to load the details of a member of their household, including this type of contact detail.

The second option is the replace option, if this isn't selected then a new contact detail will be added to linked profiles. If it is selected then it replaces the existing contact detail of the same type.

When adding a contact detail to a profile you can enter a description, when the third option is enabled it allows the person filling in the form to enter a contact detail description. For example if it's an emergency contact detail then with this option they could enter Mum as the description. You can also enter a default description in the Contact description field.

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Date

The date question lets you collect any type of date that you'd like.

If the Save to field is linked to one or more person questions, then when a response is submitted the date will be added to each linked person's profile under dates. UCare allows you to collect custom date types, by default the question title will be used as the name of the date that is added to linked profiles. But you can use the Date type field to change the name of the date added to linked profiles. The Date type field will display a list of previously used date types but you can also type a new type if needed. 

Having linked this question type to a person new options appear. First is the option to load existing dates from the linked person's profile. If the form is sent via email, SMS or linked to an event then the person filling in the form will be able to select to load the details of a member of their household, including this type of date.

The second option is the replace option, if this isn't selected then a date will be added to linked profiles. If it is selected then it replaces the existing date of the same type.

The next field Date type as mentioned above allows you to choose a different date type to add to linked profiles.

When adding a date to a profile you can enter a description, detail options allows you to specify one or more options that will be displayed as a drop down on the form. The person filling in the form can select one of these options and it will be used as the date description when saving the date to linked profiles.

When adding a date to a profile you can also specify a tag. Tags are used for placing a subcategory on a date. For example if it's a membership date you may want to specify the campus that membership is for.

The Tag with option will display a text field under the date question where anything can be entered. The Select one tag option will display a drop down so only one tag can be applied. Select multiple tags on the other hand display a check box list so multiple tags can be applied. If Select one tag or Select multiple tags is selected then the Tags field is used to specify which tags to display. You can select any previously used tags or type new options. Use a comma to separate multiple tags.

Automation

If you enter one or more detail options the Automation section will appear. You can choose to add people to a Group or a Process based on the option they select. A process will allow you to track the person through a series of steps and automate actions like sending personalized email, SMS and more. For example; you could create a volunteer application form and a volunteer process to help train people. Then add a question automation where if the selected detail option is "Passed" then add the person to the next step of your volunteer process.

The first drop down menu for each automation selects a date detail option. The Search for group or process field then allows you to choose a group or process to add people to when they respond with the selected date detail option. For example if the option is "Passed" add the person to the "Passed" step of the volunteer process.

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Text

The text question lets you collect a single line of text. 

If the Save to field is linked to one or more person questions, then the text will be added to each linked person's profile under more details when a response is submitted. UCare allows you to collect custom details, by default the question title will be used as the name of the detail that is added to the linked profiles. But you can use the More detail name field to change the name of the detail added to linked profiles. The More detail name field will display a list of previously used options but you can also type a new type if needed. 

Having linked this question type to a person question new options appear. First is the option to load existing details from linked profiles. If the form is sent via email, SMS or linked to an event then the person filling in the form will be able to select to load the details of a member of their household, including this type of detail.

The second option is the replace option, if this isn't selected then a detail will be added to the linked person's profile. If it is selected then it replaces any existing details of the same name.

The More detail name as is mentioned above allows you to choose a different name for the detail to add to linked profiles.

When adding a detail to a profile you can also specify a tag. This is used for placing a subcategory on a detail. For example if it's a photo approval detail then using a tag you can specify which ministry is approved. The Tags field is used to specify which tags will be applied, you can select any previously used tags or type new options. Use a comma to separate multiple tags.

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Paragraph text

The paragraph text question lets you collect multiple lines of text. 

If the Save to field is linked to one or more person questions, then when a response is submitted the text will be added to each linked profile under notes

When adding a note to a profile you can specify a tag. This is used for categorizing notes and filtering. For example you may tag a note with "New Family Registration". The Tags field is used to specify which tags will be applied, you can select any previously used tags or type new options. Use a comma to separate multiple tags.

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Choose from a list

The choose from a list question lets you collect a single choice from a list of options. 

If the Save to field is linked to one or more person questions, then when a response is submitted the choice will be added to each linked person's profile under more details. UCare allows you to collect custom details, by default the question title will be used as the name of the detail that is added to linked profiles. But you can use the More detail name field to change the name of the detail added to linked profiles. The More detail name field will display a list of previously used options but you can also type a new type if needed. 

Having linked this question type to a person question new options appear. First is the option to load existing details from linked profiles. If the form is sent via email, SMS or linked to an event then the person filling in the form will be able to select to load the details of a member of their household, including this type of detail.

The second option is the replace option, if this isn't selected then a new detail will be added to the linked person's profile. If it is selected then it replaces any existing details of the same name.

The More detail name as is mentioned above allows you to choose a different name for the detail to add to linked profiles.

When adding a detail to a profile you can also specify a tag. This is used for placing a subcategory on a detail. For example if it's a photo approval detail then using a tag you can specify which ministry is approved. The Tags field is used to specify which tags will be applied, you can select any previously used tags or type new options. Use a comma to separate multiple tags.

Automation

When the question is linked to a person question the Automation section will appear. You can choose to add people to a Group or a Process based on the option they select. A process will allow you to track the person through a series of steps and automate actions like sending personalized email, SMS and more. For example; you could create a family registration form and a kid's registration process to connect new kids. Then add a question automation where if the selected detail option is "Kindergarten" then add the person to the Elementary school process.

The first drop down menu for each automation selects a detail option, e.g. Kindergarten. The Search for group or process field then allows you to choose a group or process to add people to when they respond with the selected option. For example if the option is "Kindergarten" add the person to the "Kindergarten" step of the Elementary school process.

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Checkboxes

The checkboxes question lets you collect a multiple choices from a list of options.

If the Save to field is linked to one or more person questions, then when a response is submitted the choices will be added to each linked person's profile under more details. UCare allows you to collect custom details, by default the question title will be used as the name of the detail that is added to linked profiles. But you can use the More detail name field to change the name of the detail added to linked profiles. The More detail name field will display a list of previously used options but you can also type a new type if needed. 

Having linked this question type to a person question new options appear. First is the option to load existing details from linked profiles. If the form is sent via email, SMS or linked to an event then the person filling in the form will be able to select to load the details of a member of their household, including this type of detail.

The second option is the replace option, if this isn't selected then a new detail will be added to the linked person's profile. If it is selected then it replaces any existing details of the same name.

The More detail name as is mentioned above allows you to choose a different name for the detail to add to linked profiles.

When adding a detail to a profile you can also specify a tag. This is used for placing a subcategory on a detail. For example if it's a photo approval detail then using a tag you can specify which ministry is approved. The Tags field is used to specify which tags will be applied, you can select any previously used tags or type new options. Use a comma to separate multiple tags.

Automation

When the question is linked to a person question the Automation section will appear. You can choose to add people to a Group or a Process based on the option they select. A process will allow you to track the person through a series of steps and automate actions like sending personalized email, SMS and more. For example; you could create a new person form and a new person process. Then add a question automation where if the selected detail option is "Sunday 9am" then add the person to the "Sunday 9am Welcome" process.

The first drop down menu for each automation selects a detail option, e.g. Sunday 9am. The Search for group or process field then allows you to choose a group or process to add people to when they respond with the selected option. For example if the option is "Sunday 9am" add the person to the "Sunday 9am" step of the New person process.

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Scale

The scale question lets you collect a value from 0 to 10.

If the Save to field is linked to one or more person questions, then when a response is submitted the choice will be added to each linked person's profile under more details. UCare allows you to collect custom details, by default the question title will be used as the name of the detail that is added to linked profiles. But you can use the More detail name field to change the name of the detail added to linked profiles. The More detail name field will display a list of previously used options but you can also type a new type if needed. 

Having linked this question type to a person question new options appear. First is the option to load existing details from linked profiles. If the form is sent via email, SMS or linked to an event then the person filling in the form will be able to select to load the details of a member of their household, including this type of detail.

The second option is the replace option, if this isn't selected then a new detail will be added to the linked person's profile. If it is selected then it replaces any existing details of the same name.

The More detail name as is mentioned above allows you to choose a different name for the detail to add to linked profiles.

When adding a detail to a profile you can also specify a tag. This is used for placing a subcategory on a detail. For example if the detail is for a particular department then using a tag you can specify which department. The Tags field is used to specify which tags will be applied, you can select any previously used tags or type new options. Use a comma to separate multiple tags.

 

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File

The file question lets you collect files.

If the Save to field is linked to one or more person questions, then when a response is submitted the file will be added to each linked person's profile under files. UCare allows you to categorize files with a type, by default the question title will be used as the type of the file that is added to linked profiles. But you can use the File type field to change the type of the file added to linked profiles. The File type field will display a list of previously used file types but you can also type a new type if needed.

Having linked this question type to a person new options appear. First is the option to load existing files from the linked person's profile. If the form is sent via email, SMS or linked to an event then the person filling in the form will be able to select to load the details of a member of their household, including this type of file.

The second option is the replace option, if this isn't selected then a new file will be added to linked profiles. If it is selected then it replaces the existing files of the same type.

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Number

The number question lets you collect a number, and you can specify a minimum and maximum value. 

If the Save to field is linked to one or more person questions, then when a response is submitted the choice will be added to each linked person's profile under more details. UCare allows you to collect custom details, by default the question title will be used as the name of the detail that is added to linked profiles. But you can use the More detail name field to change the name of the detail added to linked profiles. The More detail name field will display a list of previously used options but you can also type a new type if needed. 

Having linked this question type to a person question new options appear. First is the option to load existing details from linked profiles. If the form is sent via email, SMS or linked to an event then the person filling in the form will be able to select to load the details of a member of their household, including this type of detail.

The second option is the replace option, if this isn't selected then a new detail will be added to the linked person's profile. If it is selected then it replaces any existing details of the same name.

The More detail name as is mentioned above allows you to choose a different name for the detail to add to linked profiles.

When adding a detail to a profile you can also specify a tag. This is used for placing a subcategory on a detail. For example if the detail is for a particular department then using a tag you can specify which department. The Tags field is used to specify which tags will be applied, you can select any previously used tags or type new options. Use a comma to separate multiple tags.

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Signature

The signature question lets you collect a person's signature, if they are using a touch device then they can easily use their finger to sign the form. 

Note: If the person completing the form is using Internet Explorer 8 then they will not be able to draw their signature and will instead have to type their name in a text box.

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Section header

The section header question is not really a question, instead it lets you create a new section on your form. You can use the description field to enter a more complete description of that section.

Tip: To add an image to the top of your form first add the section header question as the first question. Then click the image button for the description field and select the image you want.

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