đ Overview
Form fields are customizable questions you create to gather information from customers at checkout or within their account profiles. They're essential for collecting registrations details, waivers, policies, and agreements.
Built-In vs. Custom Fields
Your Sawyer account comes with built-in Profile Fields that cover common information needs:
Client Profile: Name, Phone, Address, Email
Child Profile: Name, Birthday, Allergies, School
Secondary Contact: Name, Phone, Email
Caregiver Contact: Name, Phone, Email
For most of these, you can choose whether to ask the question and whether to make it required. Fields with a green check mark are mandatory.
Custom Form Fields
If you're on a Grow or Scale plan, you can create custom form fields beyond the built-in options. Custom fields allow you to ask any question you need at checkout or store internal-only information.
đ˝ď¸ Video: Profile Questions
đ ď¸ Setting Up Form Fields
Learn how to create and manage custom form fields for your program.
Creating Your First Form Field
Click the arrow to view instructions on how to create your first form field
Click the arrow to view instructions on how to create your first form field
Log into your Sawyer portal
Navigate to Listings and then to Form Fields
If this is your first field, click the Get Started button in the center of the page. Otherwise, click the red New Field button at the top right.
Select a Field Type
Free Text (Short) â Single-line text box for brief answers
Use a Free Text (Short) field type if you want customers to type their name to confirm they've read and agree.
Add all the waiver or policy language in the Field Title box
End with something like "Please type your name below to confirm you have read and agree"
Make it required at checkout if needed
Customers type their name as confirmation
Free Text (Long) â Multi-line text box for detailed responses
Multiple Choice â Customer selects one option using radio buttons
Dropdown â Customer selects one option from a dropdown menu
File Upload â Customer downloads, fills out, and uploads a file (supports PDF, PNG, DOC, JPG up to 5MB)
Use a File Upload field type if you need a physical or digital signature from the customer.
Select Ask clients to download my template file to upload
Upload your waiver or release form as the template file
Customers download the form, sign it, and upload it back to their account
In the Field Title, provide clear instructions and note that submission is necessary to participate
This is typically not a required field at checkout (since they submit separately)
Checkbox â Customer selects one or more options via checkboxes
Use a Checkbox field type if you want customers to simply check off that they've read and agree to your content.
Add all the waiver or policy language in the Field Title box
Set the checkbox label to something like "I have read and agree to the above"
Make it required at checkout if needed
Customers check the box to confirm they've read and agree
â ď¸ Important: We cannot advise on the legality of waivers or releases using form fields. For e-signature functionality, see our E-Signature Agreements feature.
Enter a Field Title â this is the question or content you want customers to respond to. This can be a specific question, waiver language, or terms and conditions
Choose who should answer: Client (once per family) or Participant (unique response per registrant)
Set Ask at Checkout options:
Yes - Required â Customer must answer before checkout
Yes - Not Required â Customer can skip at checkout
No - Internal Use Only - Editable by Client â Won't show at checkout, but customers can fill it in later from their Profile page
No - Internal Use Only - Not Viewable to Client â Internal team field only; customers cannot see or edit
Set Allow Editing options:
Yes, allow parent to edit in profile â Customers can change their answer after submitting
No, cannot be edited by the client once submitted â Response is locked after submission
Assign field to activities - You can choose to assign this form field to All Activities or you can choose Select Activities to make is specific to one or multiple activities.
Review the preview at the bottom of the page
Click Save
Managing Existing Form Fields
Once a form field is created, you'll see it listed on the Form Fields page with a More Options (...) menu next to each one.
Before responses are submitted: You have full editing access to adjust the field, title, and settings.
After responses are submitted: Editing is limited. If you need to make changes, we recommend archiving the existing field and creating a new one. You can unarchive previously used fields at any time.
đĄ Tip: You can also edit form field responses on behalf of customers directly from their profile. See For Admins: Managing Client Responses.
đ§ For Admins: Managing Client Responses
Learn how to edit or update form field responses on behalf of your clients.
As an admin, you can fill out or edit a client's form field responses at any time from their profile. This is helpful if a client needs assistance completing their information or if you need to update their answers.
Editing Client Form Responses
Click the arrow to view instructions on how to edit a client form response
Click the arrow to view instructions on how to edit a client form response
Go to Contacts and select a client from your Client List
Click Edit Profile
Scroll to the Provider Form Fields section
Update the response(s) to any of the form field questions as needed
Click Save to complete the update
đ§âđť For Families: Completing Your Forms
Learn how to guide Sawyer families on how to complete required forms. You can provide them these instructions below.
Click the arrow for family instructions on how to complete provider forms
Click the arrow for family instructions on how to complete provider forms
Log in to your Sawyer account
Navigate to the Profile Tab
Scroll down to the Provider Form Fields section
Review any required fields
Complete all necessary responses
Sign any agreements as needed
đ Accessing & Viewing Responses
Learn how to view, export, and report on form field responses from your customers.
There are several ways to access and analyze form field responses depending on your needs.
View Responses by Individual Client
Click here to learn how to view responses by individual client
Click here to learn how to view responses by individual client
Go to Contacts and click on a client from your Client List
Make sure you're viewing the correct adult, child, or additional adult
Scroll down to find Provider Form Fields
Responses are displayed in the order they were completed by the customer
Export Responses as a Spreadsheet
1ď¸âŁ From Roster View
Click here to learn how to export responses as a spreadsheet from the roster view
Click here to learn how to export responses as a spreadsheet from the roster view
Go to Upcoming and open the Roster for a class
Click the More Options menu (...) in the top right (to the right of the Message button)
Click Download Reports and choose either:
Download the roster for a specific day
Download the roster for the week
You'll receive an email with a link to download a spreadsheet that includes a column for each form field
2ď¸âŁ From Semester or Camp Actions
Click here to learn how to export responses as a spreadsheet from semester or camp actions
Click here to learn how to export responses as a spreadsheet from semester or camp actions
Go to Schedules
Select a time frame and click the Semester Actions or Camp Actions dropdown menu
Click Download Reports and then choose Registration Report
Display Form Fields on the Roster Page
Click here to learn how to display from fields on the roster page
Click here to learn how to display from fields on the roster page
Go to Upcoming and open the Roster for a class
Click the More Options menu (...) in the top right
Click Roster Settings
Scroll to Form Questions
Select which form fields you want to display on the roster page
Enter a nickname for any questions you want to display with a shorter label
Click Save
View Responses in Reports
Click here to view responses in reports
Click here to view responses in reports
Go to Reports and click the Customers report
Scroll down below the graphs to the Form Responses Hub tab
You'll see reports of all your form field questions and responses
Use the filter options at the top to filter by question, response date, and more
âšď¸ Note: Archived form fields do not appear in the registration report, but they should still display in the Form Responses Hub within your insights dashboard.
â Frequently Asked Questions
Find answers to common questions about form fields and agreements.
Can I edit a form field after customers have started responding?
Click the arrow to view the answer
Click the arrow to view the answer
After a form field has received responses, your editing access becomes limited. If you need to make significant changes, we recommend archiving the existing field and creating a new one instead. You can unarchive previously used fields at any time.
What's the difference between "Client" and "Participant" when creating a form field?
Click the arrow to view the answer
Click the arrow to view the answer
Choose Client if the answer should apply once per family (e.g., family contact information or emergency contacts). Choose Participant if each person being registered should have their own unique answer (e.g., allergies or preferences for each child).
If you realize a field is configured for the wrong profile after customers have already responded, youâll need to archive the existing field and create a new one with the correct setting. Responses collected under the initial configuration cannot be moved to a different profile. Once the new field is set up correctly, you can update responses directly from the participantâs Edit Profile page.
Can customers edit their form field responses after submitting them?
Click the arrow to view the answer
Click the arrow to view the answer
This depends on how you set up the form field. When creating a field, use the Allow Editing option to decide whether customers can change their responses later or if answers are locked once submitted.
What file types are supported for file upload fields?
Click the arrow to view the answer
Click the arrow to view the answer
File uploads support PDF, PNG, DOC, and JPG files up to 5MB each.
How do I make a form field required?
Click the arrow to view the answer
Click the arrow to view the answer
When setting up a form field, use the Ask at Checkout option and select Yes - Required. Customers won't be able to complete their registration without answering it.
Where can I find the Profile Fields I don't want customers to see?
Click the arrow to view the answer
Click the arrow to view the answer
Built-in Profile Fields can be managed by clicking the Edit Profile Fields button on the Form Fields page. From there, you can choose which fields to ask and whether to make them required.
Can I use form fields for internal information only?
Click the arrow to view the answer
Click the arrow to view the answer
Yes. When setting up a form field, use the Ask at Checkout option and select one of the No - Internal Use Only options. You can choose whether customers can see and edit the field later from their profile, or keep it for your team only.
How do I collect signatures or waivers?
Click the arrow to view the answer
Click the arrow to view the answer
You have two main options: (1) Use a Checkbox or Free Text (Short) field with your waiver language, or (2) Use a File Upload field to collect signed documents. For e-signature functionality, see our E-Signature Agreements feature.
What should I do if a required form field appears on the wrong profile (Client instead of Participant, or vice versa)?
Click the arrow to view the answer
Click the arrow to view the answer
First, check the fieldâs configuration settings to confirm itâs set to the incorrect profile type. If responses have already been collected, you cannot change the target profile for that field. Instead: (1) Archive the existing field, (2) Create a new field with the correct setting (Client or Participant), (3) Assign the new field to the relevant activities or events, (4) Verify the field now appears under the correct profile. You can then update responses directly via the participantâs Edit Profile page.