At the top of the screen, tap + New and then 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 necessary info is different for each church and ministry, You can customize forms with different types of questions.
You can use forms 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 Form, that would be Andrew Peterson.
Visibility determines how forms display on the published forms list. Hidden forms aren’t displayed; Shared forms can only be accessed by people with the Link. Published and Featured forms appear alphabetically, with featured events at the top of the list.
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 completed by a real human and not by a computer or other automated system. UCare can determine that many viewers are real humans, which 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.
Questions
The questions that are added to the Form determine what information is collected. The type of questions you can add to a Form is listed below.
If a question is required, 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 prefilled each time the Form is viewed. If a Person or Related Person question is added, you’ll have the option to save other answers to the person’s profile.
Note that when you hover over the left side of a question, you’ll see a drag handle letting you reorder the question. Click and drag the handle up or down to change the order of the questions.
Click on a question to change its properties. Questions have buttons in the bottom right. The Trash can will remove a question, and the Copy button will create an exact copy of that question.
Person
The person question allows you to collect info about a person and optionally link a Form response to a profile. It uses the person’s name, email, mobile, or birthday to match an existing profile. If no match is found, 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 select 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, the new profile will be added to that similar person’s household. This happens when people use a slightly different name or contact info and may occasionally require you to 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 can use the camera to capture the person’s picture.
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 several steps and automate actions like sending a personalized email, SMS, and more. For example, you could create a new person’s Form and a new person’s process to help connect new people to your church. The process could send a follow-up welcome SMS the same day and a “Get 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 add only new or existing profiles.
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 plus either their email, mobile, or birthday to match an existing profile. If no match is found, 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 to that similar person’s household. This happens when people use a slightly different name or contact info and may occasionally require you to 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 completing 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 can use the camera to capture the person’s picture.
The Allow this person and linked questions to be duplicated option is checked, then a button will be displayed under this question when completing any response. 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 several steps and automate actions like sending a personalized email, SMS, and more. For example, you could create a new person’s Form and a new person’s process to help connect new people to your church. The process could send a follow-up welcome SMS the same day and a “Get connected” email 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 add only new or existing profiles.
Question options
The following question types have these fields: Title, Help text, Default, Required question, and Save to / Link to.
Title allows you to label a question, while Help text enables you to add a message next to the label to help the person complete 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 person’s profile.
If a related person question is duplicated, then linked questions only linked to this question will be duplicated. If a linked question is linked to multiple Person questions, it isn’t duplicated.
Contact Detail
The contact detail question lets you collect extra contact info; it can be any of the following contact detail types: Mobile, Email, Home Phone, Phone, Emergency number, Web address, or Skype name.
If the Save to field links to one or more person questions, 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 related person’s profile. If the Form is sent via email, SMS, or linked to an event, then the person filling in the Form can select to load the details of a household member, including this type of contact detail.
The second option is the replace option; if this isn’t selected, 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.
Date
The date question lets you collect any type of date you’d like.
If the Save to field is linked to one or more person questions, when a response is submitted, the date will be added to each related person’s profile under dates. UCare allows you to collect custom date types; by default, the question title is used as the date’s name added to linked profiles. But you can use the Date type field to change the date’s name 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 related person’s profile. If the Form is sent via email, SMS, or linked to an event, then the person filling in the Form can select to load the details of a household member, including this type of date.
The second option is the replace option; if this isn’t selected, a date will be added to linked profiles. If it is selected, then it replaces the existing date of the same type.
As mentioned above, the next field, Date type, 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 allow you to specify one or more options that will display as a dropdown 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.
You can specify a tag when adding a date to a profile. Use Tags to place 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 show a dropdown so only one tag can be applied. Select multiple tags; on the other hand, display a checkbox 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
The Automation section will appear if you enter one or more detail options. 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 several steps and automate actions like sending a 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,” 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 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.
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 related 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 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 household member, including this type of detail.
The second option is the replace option; if this isn’t selected, a detail will be added to the linked person’s profile. If it is selected, it replaces any existing details of the same name.
The More detail name, as mentioned above, allows you to choose a different name for the detail to add to linked profiles.
You can specify a tag when adding a detail to a profile. Use this 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.
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. Use this 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.
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, when a response is submitted, the choice will be added to each related 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 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 household member, including this type of detail.
The second option is the replace option; if this isn’t selected, a new detail will be added to the linked person’s profile. If it is selected, it replaces any existing details of the same name.
The More detail name, as mentioned above, allows you to choose a different name for the detail to add to linked profiles.
You can specify a tag when adding a detail to a profile. Use this 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
The Automation section will appear when the question is linked to a person question. 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 several steps and automate actions like sending a 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,” 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 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.
Checkboxes
The checkboxes question lets you collect multiple choices from a list of options.
If the Save to field is linked to one or more person questions, when a response is submitted, the choices will be added to each related 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 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 household member, including this type of detail.
The second option is the replace option; if this isn’t selected, a new detail will be added to the linked person's profile. If it is selected, it replaces any existing details of the same name.
The More detail name, as mentioned above, allows you to choose a different name for the detail to add to linked profiles.
You can specify a tag when adding a detail to a profile. Use this 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
The Automation section will appear when the question is linked to a person question. 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 several steps and automate actions like sending a 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 9 am,” add the person to the “Sunday 9 am Welcome” process.
Each automation’s first dropdown menu selects a detail option, e.g., Sunday at 9 am. The Search for group or process field 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 9 am,” add the person to the “Sunday 9 am” step of the New person process.
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, when a response is submitted, the choice will be added to each related 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 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 household member, including this type of detail.
The second option is the replace option; if this isn’t selected, a new detail will be added to the linked person's profile. If it is selected, it replaces any existing details of the same name.
The More detail name, as mentioned above, allows you to choose a different name for the detail to add to linked profiles.
You can specify a tag when adding a detail to a profile. Use this 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.
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 related person's profile under files. UCare allows you to categorize files with a type; by default, the question title will be used as the file type added to linked profiles. But you can use the File type field to change the type of 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 related person's profile. If the Form is sent via email, SMS, or linked to an event, then the person filling in the Form can select to load the details of a household member, including this type of file.
The second option is the replace option; if this isn’t selected, a new file will be added to linked profiles. If it is selected, it replaces the existing files of the same type.
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, when a response is submitted, the choice will be added to each related 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 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 household member, including this type of detail.
The second option is the replace option; if this isn’t selected, a new detail will be added to the linked person's profile. If it is selected, it replaces any existing details of the same name.
The More detail name, as mentioned above, allows you to choose a different name for the detail to add to linked profiles.
You can specify a tag when adding a detail to a profile. Use this 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.
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.
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.