This article will show you how to link an Advanced Fillable Form created in Process Automation and Digital Services to an session or facility in Recreation Management and what the Fillable Form looks like during the checkout process.
Advanced Fillable Forms has its own dedicated tab within both Sessions and Facility setup screens, making form management easier and more organized. You can assign up to 10 fillable forms to a single session or facility and choose the order the forms appear in during checkout. Key features include:
Dedicated Advanced Fillable Forms tab for simplified configuration
Assign multiple forms per session or facility
Required at Checkout option for individual forms
Customer form ordering using drag-and-drop or sort order controls
Individual form removal without affecting other assigned forms
Important Note
Advanced Fillable Forms powered by Process Automation and Digital Services is a paid feature. For more information, please contact Support or your Customer Success Manager.
Instructions to Assign Forms to an Activity
Log in to Recreation Management
Navigate to Activities tab and select Activities List
Locate and open an activity
Click the edit pencil icon on the appropriate session. Here you can edit or create a new facility.
Select the Advanced Fillable Forms tab
Click the Add Fillable Form button
Use the first drop down menu to select what number this form should be in the line up
You can also use the arrows to drag and drop the line item
Use the second drop down menu to select the appropriate form. To see how to create a form view the Create and Manage Fillable Forms for Rec article.
Use the Required at Checkout checkbox to require the form to be completed during the checkout process. If this option is selected this users will not be able to skip the form during checkout.
Click the Save Session button
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To see the form on your session in checkout navigate to the Catalog tab
Register a person for the session. To learn how view the Register for a Session in the Catalog article.
The form will populate in the checkout workflow to be completed as part of registration
Note
The form can have multiple pages that user can page through using the Next button
Select the Submit button to complete the form and submit to Process Automation and Digital Services
If configured in step 7 or you are a staff user, there will be an option to skip the form and complete it later by click the Skip form and continue button.
Complete the rest of the registration process as normal.
Instructions to Assign Forms to a Facility
Log in to Recreation Management
Navigate to Facilities tab and select Facilities List
Locate and open a Facility
Click the edit pencil icon on the appropriate Facility. Here you can edit or create a new facility.
Select the Advanced Fillable Forms tab
Click the Add Fillable Form button
Use the first drop down menu to select what number this form should be in the line up
You can also use the arrows to drag and drop the line item
Use the second drop down menu to select the appropriate form. To see how to create a form view the Create and Manage Fillable Forms for Rec article.
Use the Required at Checkout checkbox to require the form to be completed during the checkout process. If this option is selected this users will not be able to skip the form during checkout.
Click the Save Session button
To see the form on your facility in checkout navigate to the Catalog tab
Make a reservation for the Facility. To see how view our Reserve a Facility from the Catalog article.
The form will populate in the checkout workflow to be completed as part of registration
Note
The form can have multiple pages that user can page through using the Next button
Select the Submit button to complete the form and submit to Process Automation and Digital Services
If configured in step 7 or you are a staff user, there will be an option to skip the form and complete it later by click the Skip form and continue button.
Complete the rest of the registration process as normal.
Automated Reminders for Incomplete Forms with Advanced Fillable Forms
Automated reminder emails are to help remind participants to complete required forms before their upcoming reservation or session begins. Participants with outstanding forms will receive an email prompting them to complete required documentation before their reservation or session. Key features are:
Automatic reminder emails: Public users with incomplete forms will automatically receive reminder emails before their reservation or registration state date. By default, reminders are sent 3 days in advance, with configurable timing options available.
Customer reminder messaging: Staff can add custom messaging to reminder emails for both sessions and facilities, allowing organizations to include additional instructions or personalized communication.
Custom Reminder Message Instructions
For Activities follow steps 1 through 5 under Instructions to Assign Forms to an Activity
For Facilities follow steps 1 through 5 under Instructions to Assign Forms to a Facility
Under the Advanced Fillable Forms tab Fill out the Fillable Form Reminder Message box
Click the Save Session button
View and Download Permissions for Advanced Fillable Forms
Organizations can now control which staff members have access to view and download Advanced Fillable Form submission PDFs from Recreation Management. Permissions can be configured directly from the Fillable Forms tab when editing a facility or session.
Configure access by facility or session: Set viewing permissions for form submissions tied to a specific facility or session.
Allow access for all staff: By default, all staff users can view form submissions. When “All staff users can view submissions” is selected, both current and future staff members will have access.
Limit access to specific staff members: To restrict access, select specific staff members from the permissions dropdown. Up to 100 staff members can be selected.
Provide clear permission messaging: Staff who do not have permission to view a submission will see a friendly message letting them know they do not have the necessary access.
Action logging for permission changes and download activity: Changes to viewing permissions, including users added or removed, are logged for audit purposes. Form submission downloads are also logged so administrators can track who accessed submission PDF.
Who Can Manage Permissions
Staff who can edit a facility can manage viewing permissions for that facility’s forms.
Staff who can edit a session can manage viewing permissions for that session’s forms.
How to Edit Access to View and Download Advanced Fillable Form Submission PDFs
Log in to Recreation Management
Navigate to the Facility or Session you wish to update in the Facility List or Activity List tab
Click the Edit Pencil Icon on the appropriate Facility or Session
Select the Advanced Fillable Forms tab
Use the Required at Checkout drop down menu to select appropriate staff users to allow them access.
