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Public Forms: Custom Participant/Organization Intake Forms

How to create and use custom versions of the Participant and Organization form to collect different data from different audiences

For administrators only

A public form is a custom version of the Participant form, Organization form, or Anonymous form where administrators choose which fields to display and require. Each public form has its own title, set of fields, and default group to assign participants/organizations to. There can be many different public forms in the same Compyle instance for gathering information in different contexts. For instance, an agency may want to ask volunteers about their availability and areas of interest on a Volunteer Application, but the agency would not want to ask new clients for that information on a Client Intake when a new person is responding to survey. 

 

Each survey form and note form may only be associated with one public form for participants and one for organizations, if organizations may complete surveys. 

 

A public form is filled out by participants or organizations not already on the Participants or Organizations list, who click a  survey instance URL on a website, social media post, from a QR code, or in an email that wasn’t generated and sent by Compyle. If a survey form instance URL is accessed by participants / organizations who do exist in the system, then as long as they sign in with the same email listed in their profile, they will not have to fill out the public form. And their survey responses will be linked to the correct participant / organization record.

 

Compyle provides a default public Participant form for surveys, which asks participants for their email, name, and gender. The default public Organization form prompts organizations to enter their name and email domain.



If additional participant data is required upon accessing a survey, then admin users can set up additional public forms. Open Admin on the left, and click Public Forms.


Click Add Form.


Enter the title of the form at the top, and choose whether those who fill it out will receive a confirmation message upon completion, or be directed to a URL.

 

In the middle section, name and gender cannot be disabled, but you can choose to enable other standard fields, such as race, DOB, email, etc.


The last section lists all custom participant fields, which are also configured by admin users. Each field can be enabled or disabled as needed for this public form.


When finished, click Submit.

To implement a custom public form for a survey, open the survey and click the Edit icon at the top right.

 

Choose the public form and save.

 

If the Auto Accept New records option  is turned off in Admin: Instance Settings, the new records will appear in the Participants > Pending list or the Organizations > Pending list. The name of the public form will appear to help identify where the new record is coming from.