Prompts are used to gather customer information from Users, specific to program registrations or facility rentals. This data can be shown on receipts and can be included in various Reports.
Video Instruction
Please watch the video to learn about Creating Prompts. Once finished, review how to apply what you learned in the system before continuing to the next lesson, Creating Attachments and Waivers.
When to Use
Prompts are similar to questions asked on a registration/reservation form that you want to gather from the user outside of personal information. Prompts can include:
Expected Attendance for Rentals
T-Shirt Sizes
Allergies
Type of Event Being Held at a Facility
Special Accommodations Needed
How to Apply
While learning how to utilize Prompts, you may experience areas where you have questions. If you have any questions or run into issues, please keep track of them so your CivicPlus representative may address them.
Please complete the following:
Build applicable prompts for your facility rentals, sessions, and POS items
Assign prompts to one of the existing example facilities and example sessions
Perform test transactions to determine if the prompt appears in the desired order
FAQ
What kind of information can be gathered from Prompts?
Prompts are used to gather various customer information from users, specifically for program registrations or facility rentals. Prompts should not be used to gather sensitive PHI, PII, or PCI information. If your organization needs to gather sensitive information, please contact your CivicPlus Representative and ask about the Document Management integration.
What information is gathered by the Recreation Management system automatically?
Here is a list of information automatically gathered by Recreation Management:
Name of Customer/Participant
Facility Being Rented
Rental Date
Rental Time
Rental Rate
Program/Membership Name
Program Schedule (If Applicable)
Contact information including:
Address
Phone Number
Email
Can fees or discounts be added based on prompt response answers at checkout?
Yes, but this is limited to prompts that are the Numeric type and Yes/No type. For information about setting up Prompt Discounts, please see our help center article, Prompt Response Discounts.
What is the difference between Multi-Line Text and Single Line Text for Prompt Types?
Multi-Line Text: Ask a question or request information that can be answered in multiple lines. For example, if you want a user to describe their event.
Single-Line Text: Use this prompt to ask a question or request information that can be answered in one line or a few characters. For example, to ask what elementary school a participant attends.
What if a customer wants to change their prompt response answer?
Prompt Responses can be adjusted post sale in the customer account. Please review our help center article about Editing a User’s Prompt Responses for more information.
Why can’t I delete certain prompts linked to programs?
Prompts cannot be deleted if they are still assigned to a program or facility, or if they’ve been used in a transaction. Unassign them under:
Configuration → Checkout Settings → Prompts → Edit
If that still fails, the prompt may be tied to old test transactions and can be removed after a Test Data Clearance.