Custom forms help you collect extra guest information in ROLLER. You can use forms to create website inquiries, online checkouts, order confirmation emails, and customized waivers.
Once guests fill them out, you can see and edit their responses in Venue Manager when confirming bookings, or view them in POS when serving guests in person. These forms personalize interactions and improve the guest experience.
This guide shows how to create custom forms for guest data in ROLLER.
Lite & Pro feature
On the Lite plan, you can create and manage one form. To make more forms with a Pro plan or higher, reach out to your account manager or the support team.
Learn moreWhen to use
There several ways you can use and share forms to collect additional guest data.
| Use | Description |
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Website inquiries (eg large group bookings) |
Guests fill out the form on your website, such as for large group booking inquiries or catering preferences.
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Online checkout fields to collect additional details |
Guests complete additional form fields after adding a relevant product to the cart and prior to purchasing it. You must select the form type for online checkout ("consumer widget") in the form's settings. You must also add the form to relevant products for it to display in the online checkout. Read on to learn more. Learn how to configure party packages to automatically collect a party name without having to create and link a form.
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Link from order confirmation emails |
Guests select a link from order confirmation emails to complete a request for more information, such as additional party booking details.
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Customized waiver form |
Include extra fields, such as a driver's license field, in the standard ROLLER waiver form during the signing process.
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Guest booking in Venue Manager |
Add a form to a guest's booking in Venue Manger to gather extra details when confirming bookings, such as for large group bookings or parties. Once added, you can also email the guest a link to the form from the booking to complete at their convenience, or edit the details yourself from within Venue Manager. |
The form builder
The form builder in ROLLER consists of three main tabs.
- Build: Create form fields, customize settings, layout, content, and specify the form type for where it should appear (eg online checkout or order confirmation emails, loading the standard waiver form fields to modify).
- Design: Preview the form's appearance and make styling adjustments.
- Publish: Obtain the form's URL or embed code for adding it to your website or social media for inquiry forms.
Build: Add fields
Follow these steps to build a custom form from scratch for a website inquiry, a product purchased in the online checkout, or order confirmation emails.
- From the Build tab, select Add fields.
- Select the field type to add: Basic building blocks or Predefined inputs. You can add fields from both types to a single form.
- Basic building blocks consist of standard form elements for simple forms.
- Predefined inputs are used to link information to an existing guest record in ROLLER or create a new guest record with the captured data.
Basic building blocks
Predefined inputs
- Select the fields you want to add to your form. They appear on on the right in the order you add them.
- Rearrange the order of the fields by dragging and dropping them as needed.
- [Optional] Use the Group basic building block to organize related fields.
- Select Group from the Basic building blocks tab to add a group element to the form.
- Drag and drop relevant form fields into the group.
Customize global form settings
After you've finalized the fields and layout for your form, from the Build tab, go to Customize. From here you have several options to customize the form including selecting the form type.
General
- Change the Name of the form (this is not a guest-facing name)
- Set a guest-facing Title and Description for the form (optional)
- Set a Closing date for the form (optional)
Form type
Set the Type of form (required) from the drop-down. You have 3 options.
| Form Type | Description |
|---|---|
|
Inquiry (goes to inbox/activity center) |
Automatically send guest inquiry submissions as notifications to the activity center. You can then convert guest submissions into bookings.
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Consumer widget additional details (online checkout, link from order confirmation emails) |
Collect extra information from guests during online checkout and/or from order confirmation emails.
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Waiver |
Modify the standard waiver form to collect additional details.
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Customize individual form fields
You can also customize individual form fields, such as making a field required for guests to complete.
Select a field that you've added to your form on the right. The Customize tab opens at the question settings available for the field.
Review the options available below.
| Settings | Description |
|---|---|
| Required | Make the field mandatory for guests to complete |
| Description or instruction text for the field | Additional guidance for a form |
| Max length | The maximum amount of characters that can be entered or uploaded |
| Placeholder text | Example text that appears in the text box |
| Accepts multiple answers | Allows for more than one answer to be selected (mulit-select checkboxes) |
| Admin only | The field is only accessible by staff in Venue Manager |
| Page (waiver kiosk only) | In the Waiver Kiosk, form questions can appear one after the other using different page numbers |
| Databinding | Bind the question response to an attribute (eg First Name) to create or map to existing users |
| Conditional | Only show this question based on a particular response to another question |
Customize value sets (options for guests to choose from)
A value set consists of a list of options for guests to choose from as a response to a question. To create a value set:
- Select the form, then select Customize.
- Select Create value set (or Edit value set if you want to edit an existing value set).
- Give your value set a Name.
- Select the plus button to add answer options.
- Select the Delete button (trash icon) if you want to remove any options.
- When you've added all options, select Done.
- If you haven't already, add the field for the value set from basic building blocks or predefined inputs
- Select the field in the form.
- Select the value set from the drop-down menu.
- You can make the value set required for guests to respond to and/or multi-select (guests can select multiple options).
- Select Save and continue.
Customized grouped fields
Select the group on the right to customize its settings.
- Name: Guest facing name for the group
- Description: Description or instruction text for the group
- Conditional: Only show this group when a field has or does not have a predefined response
- Repeatable: An Add button is added to the group in the guest-facing form. Guests select the Add button to duplicate the fields to enter multiple details. For example, names of ticket holders or guests attending a party.
Design: Preview and edit styling
Select the Design tab at the top of the form builder to preview what your form looks like and make any styling changes.
Publish: Share form on your website
Website inquiries
From the Publish tab, you can copy a link to the form to add to your website. Or you can copy the code to embed the form in a web page.
- Select Share form to copy its unique URL to add to your website or an email for guests to complete.
- Select Embed in a web page to copy the HTML code to put where the form should appear on your website.
Online checkout and order confirmation emails
If you want guests to complete the form before purchasing a product in the online checkout, or from a link in booking confirmation emails, you'll need to add the form to the relevant products. Learn more
Customized waivers
To make sure the customized waiver form shows up in the online waiver and/or waiver kiosk, make sure you enable these options in waiver settings. Learn more