Custom Questions (Release 2)

Custom Questions allow for special questions to be asked of a client via the WebReg module at the time they register. If the cart contains client members, the questions will also be asked regarding the members.

Applies To: Enterprise Plus

Special Release 3 Notice:

A new Custom Questions feature will replace the version used in Release 2.

The new Custom Questions are only in Release 3.
- The answer to old custom questions remain in the same original location. Answer do not move as part of this modification.
- New custom questions will record in their new location.
WebReg currently has both the old and new Custom Questions. When ready, you will determine when the switch occurs.
- When ready, change the new System Setting titled "Enable 2020 Questions" to enabled = Yes
A copy function is available to copy old Custom Questions to the new area to make the transition easier and faster.
- Use this copy function to make a duplicate copy of an old custom question into the new Release 3 location and format.
- Course Sections will also copy into the list of locations as part of this process.
- See instructions at the end of this page.

Important Notes

These questions appear when the cart is submitted and before the payment information is collected. The WebReg module loops through each course section in the cart and checks if any custom questions exist. If they exist, the question is displayed on the page for the client to respond.
The displayed question can support basic HTML such as font bold, font colors, and URL links, but refrain from using HTML that would cause the display page to reformat.
Questions are based on the specific course registrations in the cart.
The fields require the client to submit a reply even if the reply is None or NA. The reply to the question cannot be left blank.
If a question is relevant to more than one course section, the question will be repeated because the answer could be different per course section.
If the Client’s Profile already contains a reply to the question, it will populate the answer and allow the client to change the answer.
The reply is saved as soon as the client submits the question even if the cart is canceled before the final checkout process.
If the cart contains registrations for the Client and for Client’s members, the questions will be listed for all registrants in the cart even if the questions are repeated.
These questions only appear in the WebReg module. However, all the responses to these questions can be entered via the Admin module on a manual basis.
Some of these questions may also display in the Client’s Profile but will display again if the registrations in the cart require the display.
If the registration results in more than one client question, the questions will be in alphabetical order based on the Classification Name.
These questions are created via the Admin module:
- Main Menu > Selects > Classifications.
There are four types of Registration Questions. The difference between the four types is where the replies are recorded and the flexibility in the type of question that can be asked.
- Client Classifications Questions
  - The replies to these questions are recorded under the Client Profile tab under the Classifications heading.
  - The reply is either defined by the user (select list reply) or the client (text reply).
  - These questions have the most flexibility in what can be asked.
  - The name of the classification is recorded for the Client Classification and the reply for the question is recorded in the Notes field.
- Client Info Questions
  - The replies for these questions are recorded directly into a specific existing field within the Client’s Info section and not in the Client Classification section.
  - The replies are preset to match the specific field selected.
  - These questions must fit existing fields in the Client Info record in the Admin module.
  - Note that these fields must be enabled in the Client Custom Form in order to view the field values in the Client Info record.
- Emergency Contact Question
  - This feature is an Enterprise version feature only. It will allow up to two emergency contact records, with a minimum of one will be required. If any currently exist, the names will display for the client to review but the client cannot see details or edit the existing contacts.
  - These questions are recorded in the Client Family section.
- Marketing Source Question
  - This feature will request the client to select a marketing source how they heard about the program and enter a marketing code if they have one. This feature differs from the same question asked as part of their profile. This feature records for all Assignments purchased from the WebReg module.

Adding a Registration / Client Classification Question

Go to Main Menu > Selects > Classifications.
Click the New button in the blue toolbar to start a new record.
Enter a Classification Name. This will be the name displayed in the Client Classification record so it should have some type of name recognition to a user. Duplicate Classification names cannot exist. Names such as Single Parent and Single Parent 1 can both exist. However, each will save as separate classifications under the Client Classification section.
- The first four characters of the Classification should NOT be "Web-". This is a reserved classification prefix.
The Classification Category field is optional. Entering a value may be helpful for reporting.
The description is optional.
Set Program Display = No. This field is not required or used in this case.
Set Web Display = Yes. If set to No, the question will never appear in the WebReg module.
Set the AutoOption = No. This field is not required or used in this case.
Save the Classification record.
Go to View mode for the Classification.
Click the Question Settings tab and click the Edit button.
Question Settings:
- Question: Enter the question exactly as you want the question to display to the client including punctuation. Include instructions such as “Enter None if not relevant”.
- Type of Answer:
  - Text: The Client will see a text field to enter the reply. No formatting is enforced so even dates will be entered as text.
  - Select List: The Client will see a select list from the list created in the next field.
- Select List: Only required if the question type = Select. Enter all the items for the list separated by commas, but no spaces between the list items and no apostrophes in the entries. For example: NA,Yes,No would show a Client three options.
- Select the parameters when the question should display.. More than one restriction can be selected. However, there is no need to duplicate values across fields when the results are redundant. For example, if a Course Section is selected, there is no need to also select a Course and Session.
  - Course: All registrations matching one course
  - Section: All registrations matching one specific course section
  - Category: All registrations matching one course category
  - Program Group: All registrations matching one program group in a course or section
  - Session: All registrations matching one session in a course section
  - Fee Group: All registrations matching one client fee group

Adding a Registration / Client Info Question

Go to Main Menu > Selects > Classification Categories.
If it does not exist, add a new category called “WebReg”. Save the record.
Go to Main Menu > Selects > Classifications.
Click the New button in the blue toolbar to start a new record.
Enter a Classification Name. The name must match one of the options listed below. Enter the value exactly as the reserved word is listed below. Duplicate Classification names cannot exist. Names such as Web-Allergy and Web-Allergy1 can both exist. Both will save in the exact same location. The Classification Category field is required and must be ‘WebReg’. If the category does not exist, it must be added.
- Web-Allergy: This value will record in the Client’s Info > Other tab. Text reply as entered by the client.
- Web-BirthDate: This value will record in the Client’s Info > Demographics tab. Formatted date reply as entered by the client.
- Web-CellPhone: This value will record in the Client’s Info > Address/Phone tab. Formatted text reply as entered by the client.
- Web-CreditType: This value will record in the Client's Assignment the Credit Type the client selected from the available Credit Types select list. Can enforce credit type restriction based on Course Section Credit Types.
- Web-DominantLanguage: This value will record in the Client’s Info > Demographics tab. Select list reply from Languages table.
- Web-Ethnicity: This value will record in the Client’s Info > Demographics tab. Select list reply from Ethic table.
- Web-Gender: This value will record in the Client’s Info > Demographics tab. Select list reply of M or F.
- Web-GradeCurrent: This value will record in the Client’s Info »» Demographics tab. Select list reply using list from -1 to 12 where -1 = pre-school, 0 = kindergarten and 1-12 = the year of school.
- Web-Guardian: This value will record in the Client’s Info > Info tab. Text reply as entered by the client.
- Web-HomePhone: This value will record in the Client’s Info > Address/Phone tab. Formatted text reply as entered by the client.
- Web-LicensePlate: This value will record in the Client’s Info > Other tab. Text reply as entered by the client.
- Web-Medical: This value will record in the Client’s Info > Other tab. Text reply as entered by the client.
- Web-Nationality: This value will record in the Client’s Info > Demographics tab. Select list reply from Countries table
- Web-SocialSecurity: This value will record in the Client’s Info > Demographics tab. Text reply as entered by the client. Follows the format set in the Branch Profile.
- Web-SchoolCurrent: This value will record in the Client’s Info > Demographics tab. Text reply as entered by the client or select reply as pre-entered by the user.
- Web-WorkPhone: This value will record in the Client’s Info > Address/Phone tab. Formatted text reply as entered by the client.
The description is optional.
Set Program Display = No. This field is not required or used in this case.
Set Web Display = Yes. If set to No, the question will not appear in the WebReg module.
Set the AutoOption = No. This field is not required or used in this case.
Save the Classification record.
Go to View mode for the Classification.
Click the Question Settings tab and click the Edit button.
Question Settings:
- Question: Enter the question exactly as you want the question to display to the client including punctuation. Include instructions such as “Enter the word None if not relevant”.
- Type of Answer:
  - This option is not used with the Client Info Questions as the replies are preset.
- Select List: This option is not used with the Client Info Questions as the replies are preset except for the Web-SchoolCurrent option. In this case, the list could contain a list of school names.
- Select the parameters when the question should display. More than one restriction can be selected. However, there is no need to duplicate values across fields when the results are redundant. For example, if a Course Section is selected, there is no need to also select a Course and Session.
  - Course: All registrations matching one course
  - Section: All registrations matching one specific course section
  - Category: All registrations matching one course category
  - Program Group: All registrations matching one program group in a course or section
  - Session: All registrations matching one session in a course section
  - Fee Group: All registrations matching one client fee group

Adding a Registration / Emergency Contact Question

Go to Main Menu > Selects > Classification Categories.
If does not exist, add a new category called “WebReg”. Save the record.
Go to Main Menu »> » Selects > Classifications.
Click the New button in the blue toolbar to start a new record.
Enter a Classification Name. The name must match one of the options listed below. Enter the value exactly as the reserved word is listed below. Duplicate Classification names cannot exist. Names such as Web-Contact and Web-Contact 1 can both exist. Both will save in the exact same location. The Classification Category field is required and must be ‘WebReg’. If the Category does not, it must be added.
- Web-Contact: This value will record in the Client’s Family tab.
The description is optional.
Set Program Display = No. This field is not required or used in this case.
Set Web Display = Yes. If set to No, the question will never appear in the WebReg module.
Set the AutoOption = No. This field is not required or used in this case.
Save the Classification record.
Go to View mode for the Classification.
Click the Question Settings tab and click the Edit button.
Question Settings:
- Question: Enter the question exactly as you want the question to display to the client including punctuation. Include instructions such as “Enter None if not relevant”.
- Type of Answer:
  - This option is not used with the Client Emergency Contact Questions as the replies are preset.
- Select List: This option is not used with the Client Emergency Contact Questions as the replies are preset.
- Set the type = "Profile".
- Select the parameters when the question should display.. More than one restriction can be selected. However, there is no need to duplicate values across fields when the results are redundant. For example, if a Course Section is selected, there is no need to also select a Course and Session.
  - Course: All registrations matching one course
  - Section: All registrations matching one specific course section
  - Category: All registrations matching one course category
  - Program Group: All registrations matching one program group in a course or section
  - Session: All registrations matching one session in a course section
  - Fee Group: All registrations matching one client fee group.

Adding a Registration / Marketing Source Qu

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