Contact Form Module Documentation

Introduction

Group Package 1 websites contain a mix of default verbiage and imagery, with your group's details. This is managed for you by Scouts Online. There is no ability change the settings.

If you'd like to upgrade to a higher package level, please contact us.

Contact Us

The Contact Form module displays a specific form type, for the website user to fill-in.

There are a lots of form types, custom built for UK Scouting, to choose from. Any contact form can be configured to show any form type. The form details will be emailed to your main contact or specific volunteers. You can also setup a message to email to the website visitor who submitted the form.

Use Cases

The following panels show specific tasks. Click on a panel to see the procedures.

Setup a Basic Contact Form

Set the basic fields required to display a contact form.

Set the basic fields required to display a contact form.

To edit a module, follow these steps:

  • Click the settings below the module and override the default settings (see here) or add a module to your own pages, using the Page Designer
  • Use the Form Type field to select the type of contact form to display
  • Set the Email Recipient to 'Automatic' unless you want the form details to be emailed to a specific user
  • The Email Title is the title of email sent to the recipient(s)
  • The Email Introduction is included in the resulting email, above the form details
  • Add a thank you message into the Auto-Reply Email Confirmation Message field. NB. [##FirstName##] can be used as a merge field to personalise the message.
  • Set the Animation Fields as required, if you want to draw attention to the form
  • Click Save to keep your changes or Cancel to abandon your changes

Hint: If you want to remove a contact form module from a page, you can just set the Form Type to blank

NB. If you make a mistake, you may reverse the change in the Admin/Admin Audit Trail

Fig. 1: Settings fields


Fig. 2: Contact Us form with Agreement Text

Fig. 1: Settings fields


Fig. 2: Contact Us form with Agreement Text

Change the Form Type

Any contact form module on any page can be used to show any type of contact form.

Any contact form module on any page can be used to show any type of contact form.

To change the type of form displayed, follow these steps:

  • Click the settings below the module and override the default settings (see here) or add a module to your own pages, using the Page Designer
  • Click the Form Type field to open up a list of the type of forms and select one
  • Click Save to keep your changes or Cancel to abandon your changes

NB. The form list includes forms created in Admin/Contact Form Management

Fig. 1: Form Type field

Fig. 1: Form Type field

Mandate Agreement

Add mandatory agreement text to ensure that the person submitting the form has agreed to something.

Add mandatory agreement text to ensure that the person submitting the form has agreed to something.

The website visitor will not be permitted to complete the form submission until they have ticked this field. Therefore, this should not be used for GDPR confirmation.

To set this, follow these steps:

  • Click the settings below the module and override the default settings (see here) or add a module to your own pages, using the Page Designer
  • Enter your mandatory message in the Agreement Text. This will be shown at the bottom of the form.
  • Set the Animation Fields as required
  • Click Save to keep your changes or Cancel to abandon your changes

NB. If you make a mistake, you may reverse the change in the Admin/Admin Audit Trail

Fig. 1: Agreement Text field

Fig. 1: Agreement Text field

Get GDPR Consent

Show the GDPR consent message and tick box at the bottom of a form.

Show the GDPR consent message and tick box at the bottom of a form.

To do this, follow these steps:

  • Click the settings below the module and override the default settings (see here) or add a module to your own pages, using the Page Designer
  • Ticking the Show GDPR Consent Prompt will show the GDPR message at the bottom of the contact form.
    GDPR laws ensures that people are not forced to agree to these types of messages, so the field is not mandatory.
  • If you also tick the Redirect to Confirm Details field, after submitting the form, the user will be moved to a page to confirm their contact details. This acts as double opt-in for your GDPR records.
  • NB. You may amend the GDPR message by editing the Text/HTML module. NB. This will change the GDPR message for all contact forms on your website. See Fig. 2
  • Click Save to keep your changes or Cancel to abandon your changes

Fig. 1: GDPR fields


Fig. 2: Edit the GDPR message

Fig. 1: GDPR fields


Fig. 2: Edit the GDPR message

Add Auto-Reply Message

Send a thank you message to the person submitting a contact form.

You may send an automated thank you message to the person submitting a contact form.

Your message will be emailed to them and could include details of your waiting list status, a policy or the next steps.

To add an automated reply, follow these steps:

  • Click the settings below the module and override the default settings (see here) or add a module to your own pages, using the Page Designer
  • Add your thank you message into the Auto-Reply Email Confirmation Message field.
    The main-merge fields below may be included in your message. These will be replaced in their email.
    • [##FirstName##] - The submitters first name
    • [##ApplicantsFirstName##] - The first name of the person applying
    • [##DomainName##] - Your websites' domain name
    • [##RecipientsEmailAddresses##] - A list of the email addresses of your users who will receive the form email
  • If you'd like a copy of the form details to be sent in the auto-reply email, tick the Include Form Details in Auto-Reply Email.
  • Click Save to keep your changes or Cancel to abandon your changes

NB. If you make a mistake, you may reverse the change in the Admin/Admin Audit Trail

Fig. 1: Auto-reply field

Fig. 1: Auto-reply field

Set Email Recipients

Define who should receive an email with the details of the contact form.

You may define who should receive an email with the details of the contact form.

To do this, follow these steps:

  • Click the settings below the module and override the default settings (see here) or add a module to your own pages, using the Page Designer
  • In most cases, the Email Recipient should be set to 'Automatic'.
    If you have the 'Main Contact' and/or 'Membership Contact' (for application forms) fields set in the 'Group section in Admin/Group Details, they will receive contact forms by default. If these are not set, then forms will be sent to all Site Admin users, or Section Admin users for forms filled in on a sectional page.
    You can see a list of recipients by clicking the See Recipients List button.
  • In most cases, the Email Recipient should be set to 'Automatic'.
    For forms where a Group has been selected (E.g. an application form for a group), the form details will be sent to the Groups' Main Contact'. This is setup in Group Details - 'Sections' tab - 'Group' section - 'Main Contact' field.
    For other forms, or where the Groups' Main Contact is not setup, the form details will be sent to your 'Main Contact' or 'Membership Contact' for application forms. These are setup in Global Settings.
  • To send form details to a specific user, select them in the Email Recipient
  • You may send the form details to two more users too. This can be selected the Additional Recipients fields
  • Click Save to keep your changes or Cancel to abandon your changes

NB. If you make a mistake, you may reverse the change in the Admin/Admin Audit Trail

Fig. 1: Recipients fields

Fig. 1: Recipients fields

Ensure Form Emails are Received

Ensure that contact form emails are not sent to volunteers that have left, changed email address or changed their role.

It's important to maintain up to date contacts to ensure that contact form emails aren't sent to volunteers that have left, changed email address or changed their role.

To missing contact form emails, consider the follow:

  • If a user leaves their employer, their email address will no longer by monitored
  • If a user leaves your Group, Districts or one of your Groups, County or one of your Districts or Groups, the user may not have access to that email mailbox, and the email may never get seen
  • If a user changes their email address, they may miss contact form emails

Use the steps in the task panels below to avoid issues:

Change Email Address

To change a user's email address, follow the steps in Admin/User Management

Delete a User Record

To delete a user record, follow the steps in Admin/User Management

Change Website Main Contact

To change your website's Main Contact and Membership Contact fields, amend the fields in Admin/Section Details Admin/Global Settings

Delete the Site Admin User

Site Admin users receive contact forms, by default if the Main Contact is not setup. To delete the user, follow the steps in Admin/Section Details

Change a District's Main Contact

To change the Main Contact and Membership Contact fields for one of your District, amend the fields in Admin/District Settings

Change a Group's Main Contact

To change the Main Contact for one of your Groups, follow these steps:

  • Open Admin/Group Details
  • Open Admin/District Settings
  • Amend the District that the Group is in
  • Move to the 'Groups' tab
  • Amend the Group
  • Move to the 'Sections' tab
  • Save the 'Group' section
  • Change the Main Contact field
  • Move back to the 'Header Details' tab and click Save Changes
Specific Contact Form Recipients

If you've changed the recipients for a specific Contact Form module (E.g. for building bookings to go to a specific volunteer), you will need to change these if the volunteer leaves.

To change the recipient(s) for a specific contact form, follow the steps in Contact Form

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