Roompact Training on Forms
Forms is one of the most used and flexible features in Roompact’s software. Forms allows you to more easily collect data for assessment and analysis. Some of the most common forms we see are for duty reports and international conversations. Many schools will also use Roompact’s forms for desk operations, administrative functions, and program or facilitation guide tracking and assessment.
When you first click into Forms, you will be greeted with three tabs:
- View Submissions – View, filter, and download your data.
- File Form – Where a staff member or resident starts to complete a form.
- Manage Templates – Where you can design forms and access administrative functions related to them.
Creating From Templates
When beginning with forms, you need to create the templates for the forms that your staff or residents will complete. When creating a new template, you have the option of starting with a blank template or utilizing one of Roompact’s example templates. To create a new blank template, select the blue “Add New” button.
Roompact-provided example templates are listed at the bottom of this screen. They can help you get started with your form design. All you need to do is modify the layout and the questions to fit your unique campus context. To use an example template, hover over it and select Options and then Duplicate.
The Six Stages of Form Template Creation
There are six stages to the form template creation process: Name, Type, Layout, Permissions, Category and Review.
This section will ask you to provide a Name and a Description. The Name is exactly as it will show to users when they go to fill out the form. The Description will be included at the top of the form. If you have instructions or other information for the form, you will want to include it here.
This section asks you to select the audience for the form. There are two types to choose from: Residents or Staff. Depending on who will be filling out the form, choose your type appropriately.
This section is where you will add your questions. Roompact’s form template builder works like many you may already be familiar with. All of the questions are drag and drop and you can drag questions over one another to group them. There is a floating toolbar to the right where you can add questions, access help resources, or proceed to the next section.
When you add a question, through the drop down in the upper left, you can access a number of question types. In the upper right, there are also a few options you can toggle on and off:
- When the + sign is blue, it allows the person filling out your form to answer this question multiple times. When submitting, a button will appear below the question for the user to “Add Another Response”.
- When the * is red, it means the question will be required in order to submit the form.
One special question type is the “Tag” question. Tag questions can be for resident names, staff names, or rooms, suites, floors, and buildings. Tagging allows the person submitting to begin typing a response and select from a drop down list. Tagging makes an association between the form submission and the individual or space that is tagged. After submission, notifications to staff are made and notes are logged and viewable when viewing the timeline histories of those individuals or spaces.
You can also create and save a “custom” tag set. Once saved, his tag set allows you to re-use a particular group of subject tags over and over in any form. This can be useful when you want to track trends and frequencies.
There is an additional option in the tag question that allows you to “Enable Sharing”. If you check the box for this option, it turns the tag question into a “carbon copy” field. The person tagged in this question will be emailed a copy of the form. This can be useful for generating email receipts to a student when a staff member fills out a form.
This section allows you to set permissions for the form that governs what level of access is required to file the form, and to view, edit, and delete the form after it is submitted. The text underneath each bar provides useful context to help you interpret what kind of access you granting.
This section assigns a form to a category. Categories are the “folders” under which your forms are organized. Each category will have an icon and a color associated with it. Categories can be edited from the Manage Templates screen.
This section allows you to save the form as a draft, which is only viewable to and editable by you, or to publish the form, in which case it will become immediately available for users to fill out.
Managing Form Templates
Back on the Manage Templates tab, there are a number of options you can access for each of your templates. To access these options, hover over a template and click the Options drop down to the right.
- Subscriptions – This allows you to receive an email any time the specified form is submitted. You can set up a subscription for any user or email address and narrow the subscription to only those submitted by individuals in specific building(s).
- Disable (Hide) – Selecting this option will hide a form from view. Users will not see the form or be Abel to submit to it. You can re-enable the form later.
- Copy Link – Clicking this will copy a direct link to the form to your clipboard. You can then paste this link into an email or place it on a website. After clicking the link, users will be asked to log in and then they will be taken directly to the form.
- Duplicate – This option creates a copy of the template as a new template. You can then edit it as necessary and create a new form template based on the old form template.
- Delete – This will delete the form template entirely. When you delete a form template it does not delete any of the data previously submitted to it. You will still be able to access your data, but the form itself will no longer be available.
Filing a Form
This is where a user will go in order to fill out a form. The view one sees here is customized to the user. Staff will only see staff forms and residents will only see resident forms.
Viewing Form Data
The View Submissions tab allows you to see the data that users submitted to the forms. There are two modes available to you and you can switch between them with the big blue button at the top.
- Summary Mode – This will display summary information (who submitted a form, what form the submitted, and when). Click an individual form submission will bring up that one submission.
- Review Mode – This will first ask you which form you want to review the data for, and then it will display all of the submissions to that form, including all of the answers, in a table view.
Within both Summary and Review Modes, you will have a number of filtering options available to you including filtering submissions by building or floor and dates submitted. You can also search the forms in real time by typing in the open search box. The blue download button allows you to download your filtered data into a spreadsheet file.
Any time you click into an individual form submission, you will see the answers the individual provided for that form. In the upper right, there is a drop down allow you to revise the form submission and edit the answers, get a printable version, or delete the submission entirely. Anytime edits or revisions are made to the form, there is a “History” button that allows you to see a timeline of all past edits. Clicking on each entry will show you what changes were made.
As mentioned previously, switching to Review Mode allows you to the see the data submitted to a specific form in a table format. When entering Review Mode, you will be asked which form template data you want to review. At the bottom of the page it will list any form templates you previously deleted. You can always access your data even if you delete the form template it came from.
Once in Review Mode, you have one additional option. The Show/Hide Columns button allows you to remove or add columns to your table. There are a few options that are not on by default that you may want to add:
- Author’s email address
- Author’s student ID number
- Author’s current room assignment
- Author’s room assignment at the time they submitted the form
Because this data is able to be viewed automatically, you never need to ask a person filling out a form for their name, email, ID number, or room location.
Learn More In Our Support Portal
Our support portal provides more detailed information and instructions about how to use Schedule’s features. Learn more about topics such as…
- Creating Forms: New Templates
- Creating Forms: Formatting (bold, bullets, hyperlinks etc.)
- Creating Forms: Tags
- Creating Forms: Sharing & Carbon-Copying Individual Submissions With Specific Users
- Creating and Using Room Condition Report Forms
- Managing Forms: Creating, Editing, and Deleting Categories
- Managing Forms: Disabling (Hiding) Forms
- Managing Forms: Sharing a Direct Link
- Managing Forms: Receiving Email Notifications of Submissions (Subscriptions)
- Viewing Forms Data: Viewing and Searching Submission Content
- Viewing Forms Data: Revising, Printing, and Deleting Individual Submissions