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  1. Xenegrade
  2. Web Registration Module
  3. Client and Registration Features

Custom Questions in WebReg

Custom Questions collect information from clients during WebReg registration. This guide explains where responses are saved, how to configure each registration question type, and how to remove Course Section links. Applies to Enterprise and Plus except where noted.

Applies To:    Enterprise    Plus

Before you begin

  • Questions display after the WebReg cart is submitted and before payment information is collected. XenDirect checks the Course Sections in the cart for linked questions.
  • Questions are based on the registrations in the cart. A question linked to multiple Course Sections can repeat because the answer may differ by section. Questions also display for members in the cart.
  • The displayed Question may contain basic HTML, such as bold text, font color, or a URL. Avoid HTML that changes the page layout.
  • A displayed question cannot be left blank. If a question might not apply, include an instruction such as “Enter None or NA if not relevant.”
  • A saved answer already in the client profile can populate the question and can be changed. The response is saved when the client submits the question, even if checkout is later canceled.
  • Responses can be entered manually in Admin. Some questions may also display in the Client Profile and display again when a cart registration requires them.
  • When several questions display, the existing registration guidance orders them alphabetically by Classification Name.

Choose the question type

Type Where the response is saved Use
Client Classification Client Profile > Classifications; reply in Notes General questions with text, select, Yes/No, checkbox, or file upload response types
Client Info An existing Client Info field; Web-CreditType saves to Client Assignment Reserved Web- values map answers to specific profile or assignment fields
Emergency Contact Client Family Enterprise only; up to two contacts, at least one required
Marketing Source Client Assignments purchased in WebReg Asks how the client heard about the program and for an optional marketing code

Emergency contacts already on file may show their names for review. The client cannot see their details or edit those existing contacts. Marketing Source differs from the similarly named question in the client profile.

Add a Client Classification question

  1. Go to Selects > Classifications and create a new Classification. Give it a recognizable name. Duplicate names are not allowed; similar names, such as Single Parent and Single Parent 1, create separate classifications. Do not begin an ordinary classification name with Web-, which is reserved.
  2. Classification Category and Description are optional for this type. Set Web Display to Yes so the question can appear in WebReg. Set Program Display = No and AutoOption = No. Save.
  3. Open Admin/Security > Custom Questions and select Add Custom Question. Enter a Question Name and the Question as clients should see it, including any needed instruction such as “Enter None if not relevant.”
  4. Select the existing Classification and the appropriate Question Type. For Select, enter comma-separated Select Options without spaces or apostrophes in the entries; for example, NA,Yes,No.
  5. Set Question Frequency and any other settings needed. Optionally choose a Fee Group and link the Course Sections where the question should display. Save.
    Question Type options: Text accepts unformatted text, including dates; Select shows the entered choices; Yes/No shows two radio choices; File Upload stores a file in Client Documents; Checkbox shows one acknowledgement box. Profile is used for the special profile questions below.

Fee Group limits who sees the question. Without linked sections, it applies to clients in the Fee Group; with linked sections, both the Fee Group and Course Section conditions must be met.

Adding a Registration  / Client Info Question

Client Info questions collect a response during WebReg registration and save it to an existing client field. The reserved Web- classification identifies the destination. The field must be enabled in the Client Custom Form to appear in the Client Info record.

Create the classification first

  1. Go to Selects > Classification Categories. If WebReg does not already exist, create and save it.
  2. Go to Selects > Classifications and add a classification using the exact reserved value for the information you need, such as Web-DominantLanguage. Select WebReg as its Classification Category.
  3. For that classification, set Web Display to Yes. The source article specifies Program Display = No and AutoOption = No; Description is optional. Save the classification. Repeat for each reserved Client Info field you plan to collect.

Create the Custom Question

  1. Open Admin/Security > Custom Questions.
  2. Select Add Custom Question.
  3. Enter a Question Name. For this example, use Web-DominantLanguage.
  4. Enter the customer-facing Question, such as “What is your dominant language?”
  5. Set Question Type to Profile, select Classification = Web-DominantLanguage, and select Question Category = WebReg.
  6. Choose Question Frequency (marked required on the form). Set Question Required, Question Order, Fee Group, and optional Question Description as appropriate. Leave Client Location blank for this example. Save.

Notes

  • The standard Profile response options come from the destination field. Do not enter Select Options for most Client Info questions. The source article identifies Web-SchoolCurrent as an exception that can use a predefined list of schools.
  • Fee Group is optional. Without linked sections it limits the question to clients in that Fee Group; with linked sections, both conditions apply. Link the relevant Course Sections using the article’s Selecting Course Sections procedure. The completed question page shows existing links and lets you remove them; it does not add links there.
  • To remove all linked sections, edit the question, set Delete All Linked Sections to Yes, and save. To remove one, use the delete icon next to that Course Section.

Reserved Client Info classifications

Classification

Response saved to

Response format or source

Web-Allergy

Info > Other

Text entered by client

Web-BirthDate

Info > Demographics

Formatted date entered by client

Web-CellPhone

Info > Address/Phone

Formatted text entered by client

Web-CreditType

Client Assignment

Available Credit Types; may enforce Course Section Credit Type restrictions

Web-DominantLanguage

Info > Demographics

List from Languages table

Web-Ethnicity

Info > Demographics

List from Ethic table (source wording)

Web-Gender

Info > Demographics

List from Gender table (source wording)

Web-GradeCurrent

Info > Demographics

List −1 through 12; −1 preschool, 0 kindergarten, 1–12 school year

Web-Guardian

Info > Info

Text entered by client

Web-HomePhone

Info > Address/Phone

Formatted text entered by client

Web-LicensePlate

Info > Other

Text entered by client

Web-Medical

Info > Other

Text entered by client

Web-Nationality

Info > Demographics

List from Countries table

Web-SocialSecurity

Info > Demographics

Text entered by client; Branch Profile format

Web-SchoolCurrent

Info > Demographics

Text entered by client or predefined school list

Web-WorkPhone

Info > Address/Phone

Formatted text entered by client

Scope: Emergency Contact (Web-Contact) and Marketing Source (Web-HowHeard) use separate procedures in the full Custom Questions article.

Add an Emergency Contact question

Enterprise only. This question records contacts in Client Family. It supports up to two emergency contact records and requires at least one. Existing names may display for review, but clients cannot inspect or edit existing contact details.

  1. Create the WebReg Classification Category under Selects > Classification Categories if needed.
  2. Under Selects > Classifications, create Web-Contact and assign it to WebReg. Set Web Display = Yes, Program Display = No, and AutoOption = No. Description is optional. Save.
  3. Open Admin/Security > Custom Questions and add a question. Enter the Question as it should display. The completed example provided shows Question Type = Profile, Classification = Web-Contact, Question Category = WebReg, and Client Location = Web-Contact.
  4. Choose Question Frequency and any applicable Fee Group and Course Section links, then save. Response choices come from the emergency contact workflow; do not enter a separate Select Options list.
    The completed example below has Question Name Web-Contact2 and Classification Web-Contact. It illustrates where to review linked Course Sections.

Add a Marketing Source question

This asks how the client heard about the program and can collect a marketing code. The answer is recorded for Assignments purchased through WebReg.

  1. Create the WebReg Classification Category if it does not already exist.
  2. Under Selects > Classifications, create the exact reserved Classification Web-HowHeard with Classification Category = WebReg. Set Web Display = Yes, Program Display = No, and AutoOption = No. Save.
  3. Under Admin/Security > Custom Questions, select Add Custom Question. Enter Question Name = Web-HowHeard and write the customer-facing Question.
  4. Set Question Type = Profile, Classification = Web-HowHeard, and Question Category = WebReg. The choices are supplied from Selects > Marketing > Marketing Sources; do not type a separate Select Options list.
  5. Choose Question Frequency, any needed Fee Group and Course Section links, and save.

Link questions to Course Sections

Use the Section Multi-Select Check Box feature to link a Custom Question to the Course Sections where it should appear. For the selection steps, see the separate guide below. Once linked, the Course Sections appear on the completed Custom Question page.

Using the Section Multi-Select Check Box Feature

Remove Course Section links

  1. To remove every link, edit the Custom Question, set Delete All Linked Sections = Yes, and save.
  2. To remove one link, open the question’s linked Course Sections list and select the delete icon for that Course Section.
    The completed question screen shows existing links and their delete icons.
Choose files or drag and drop files