NirahCRM

How to Add a Form for Family Data

How to add a Form for Family Data

Note: Family Data is not automatically enabled for all companies. If you wish to have it enabled then please contact us.

SkypexCRM is unique is that it allows you to hold Family data within the main Customer Management page. 

The obvious example of where this would come in useful are Schools where the main customer is the parent and the Family data is data on each child.

Other examples include:

  • Pet Kennels – the owner and the pet,
  • Tour Operators – the main booking person and the other members in a party,
  • B2B situations where there is one main account (Parent) and many contacts (Family Members) 

Also, any business that has or wants to start a Loyalty Card will benefit since any loyalty points generated by the Family Members will accumulate in the main account.

This Family Data is easily accessed for each customer on the main Customer Management page in the tab on the right-hand side.

The data for each Family Member is contained in expandable sections. In addition to showing the form data of a Family Member, you can also:

  • add Notes about the Family Member
  • check their status
  • print and edit their details

You can add as many Family Members as you want, and you can create the form for Family Data  by following the steps below.

About Core Family Data

The system holds the following core data for all Family Members, and it is automatically setup when a new Family Member is created – you do not need to add these fields in a form:

  • Name
  • Email address – it can be the same as the parent email address
  • Date of Birth

Get Familiar!

We assume that you are already familiar with our other User Guide "How to Add a Form for Other Information".

We will not be covering some of the basic concepts that are already covered in this other guide.

1) Turn on Family Data

Family Data may not be for every company, or you may want to add Family Data at a later date. We have therefore provided the facility for the Super Admin to Enable/Disable Family Data for the company.

Enable/Disable Family Data for your company – select Settings from Super Admin Settings:

This will take you to the Super Admin Settings page where you can Enable/Disable Family Data:

When you Disable Family Data the Family Member tab is removed from the main Customer Management page:

Enabling Family Data will add the tab back to the main Customer Management page.

2) Add Form Sections for the Family Member Form

Select Customer Form from the left-column menu.

This will take you to the Form Sections page to setup/edit your form for both Other Information for customers and the data you want to hold for Family Members.

Here you can selecting this button  to change the name of the Family Details when the form is printed.

Selecting the button will take you to the Create Form Section screen with the following options:

  • Name – give it a unique name so that you can easily edit it later if you want.
  • Show name as title? – if you don’t want to show the title on the form than choose No.
  • UsageIMPORTANT choose Family Member Form to make the section display in the Family Member for Customers.
  •  Is using page break before section on print? – choose Yes or No to make a page break before the section when you print the form.
  • Description – you can add some help text to make it easy for your staff or customers to complete the section.
  • Description Position – choose Top (top of section) or Bottom (bottom of section) to determine where to show the description.

When you Save Changes your new section will be added to the Form Sections page as Not Active.

Repeat the above process to add more sections to the Family Member form.

Preview Your Form!

Use the Form Preview button to preview your form after every section edit.

Form Sections that are Not Active WILL SHOW on the preview.

Form Sections that have no fields WILL NOT SHOW on the preview. When you create a new section you therefore need to add fields before you preview.

3) Add Form Fields to your Form Section

Select this button on the Form Sections page to add fields to the section.

This will take you to a new page where you can add the fields. 

Selecting the button will take you to the Create Form Field screen.

Here you have a few options that give you full control about how your field looks:

  • Name – give the field a unique name so that you can easily edit it later if you want.
  • Type – this is the field type, choose one of the following from the dropdown – Text, Number, Email, Select, Date, Multiple, Longtext, Title, File. Please see below for a detailed explanation if each Field Type.
  • Description – you can add some help text to make it easy for your staff or customers to complete the field.
  • Description Position – choose Top (above field name) or Bottom (bottom of field name) to determine where to show the description.
  • Is Required? – decide whether you want this field to be mandatory. All mandatory fields will be marked with a red-asterix (*).
  •  Width – This field allows you to add columns by defining the field width on the page. Values are 1=full width, 2=half, 3=third. Max number of columns allowed is 3.

Repeat the above process to add more sections to the Family Member form.

Preview Your Form!

Use the Form Preview button to preview your form after every field edit.

4) Make your form/section/fields Live!

When you are happy with the way your Family Member form looks its time to make it live. To do this you go back to the Form Section page and make the relevant section(s) Active.