Jotform Implementation for Summer Camp School

Introduction

The Summer Camp School required an efficient and user-friendly form solution for managing student registrations, consent forms, feedback, and other administrative processes. To meet this need, Jotform was implemented and integrated with Salesforce for seamless data management.

Why Choose Jotform in Salesforce?

While multiple form solutions are available, Jotform was chosen for the following reasons:

• User-Friendly Interface: Simple drag-and-drop form builder with an intuitive design.
• Seamless Salesforce Integration: Directly maps form fields to Salesforce objects without requiring extensive development effort.
• Automation Capabilities: Enables conditional logic, email notifications, and automated workflows.
• Cost-Effective: Competitive pricing compared to other form solutions with similar capabilities.
• Security & Compliance: Supports HIPAA compliance, encryption, and secure data storage.
• Customization & Flexibility: Offers various templates, widgets, and integrations for different use cases.
• Multi-Step Forms: Allows users to break lengthy forms into multiple steps for better user experience.
• Advanced Form Analytics: Provides insights into form performance and user behavior.
• Payment Processing: Supports integrations with Stripe, PayPal, Square, and other payment gateways.
• Multi-Language Support: Enables forms to be translated into multiple languages for accessibility.

Jotform + Salesforce Features

Seamless Data Collection

• Automatically send form submissions to Salesforce records.
• Capture lead, contact, and case details in real time.

Custom Mapping

• Map Jotform fields to Salesforce objects (Leads, Contacts, Opportunities, etc.).
• Customize form fields to fit the Salesforce data structure.

Automated Workflows

• Trigger actions in Salesforce when a form is submitted.
• Streamline processes like lead assignment and follow-ups.

Pre-Filled Forms

• Use Salesforce data to pre-fill Jotform fields.
• Reduce manual entry and improve accuracy.

Conditional Logic

• Show or hide form fields based on user input.
• Improve the user experience by displaying relevant fields only.

File Uploads & Attachments

• Allow users to upload files (resumes, contracts, images, etc.).
• Store attachments in Salesforce records.

E-Signatures & Approvals

• Collect legally binding e-signatures.
• Automate approval processes directly from Salesforce.

Mobile-Friendly Forms

• Ensure users can submit forms from any device.
• Responsive design for a seamless experience.

Security & Compliance

• Protect data with encryption and HIPAA compliance (if required).
• Meet industry security standards for data privacy.

No-Code Integration

• Easily connect Jotform with Salesforce without coding.
• Use a drag-and-drop builder to configure forms.

Form Templates

• Access a wide variety of pre-built templates tailored for different industries.
• Customize templates as needed.

Webhooks & API Access

• Use webhooks to send data to external applications.
• Leverage API access for deeper integrations.

Payment Integration

• Accept payments directly through forms.
• Set up recurring payments, donation options, and invoicing.

Email & SMS Notifications

• Send automatic email or SMS alerts upon form submission.
• Notify team members or customers in real-time.

Multi-User Collaboration

• Share forms with team members for collaboration.
• Assign different roles and permissions for form access.

Jotform-Salesforce Registration Workflow

Form 1: Sign In / Sign Up Form

• If email and unique ID are identified, prompt to view/update account info.
• If email and unique ID are not found, create a new "account" using that information, and prompt to enter the following account details:
  
  
  • Family name, Home Phone, Address, Apartment, Family Status, Custody (if not married).
• Save and continue, or go to the parent form.

Form 2: Parent Info

• View/modify/add parent contacts.
• Show Father, Mother, option for Other.
• Prepopulate all parent contact records that exist in Salesforce Parent Contacts.
• Choose which parent to add, use custom logic to populate more contact fields based on choice.
• Use headings to highlight which parent, use custom logic to request mother-specific info.
• Buttons: Add additional parent, Save and return later, Add Child.
• Save and go to view/add child contact form.

Form 3: Child Info

• View/modify/add child contacts.
• Show existing children's info, prompt for update and for yearly info.
• Add another child, Register child, Save and return later.

Form 4: Register Child

• Select a child to register.
• Choose relevant programs.
• Choose add-ons.
• Buttons: Register another child, Save and return later, Save and next.
• If registering another child, populate all unregistered children, also show "Add another child" button (to create another child contact).

Form 5: Emergency Contacts

• View/modify/add emergency contacts.
• Save and next, Save and return later.

Form 6: Payments

• Summary of selections and fees.
• Discounts and Scholarships.
• Lunch form discount (-$100).
• Tiered payment (choose option).
• Request scholarship (Save, go to Scholarship form).
• Refer a friend.
• Enter coupon code.
• Payment options:
  
  
  • Pay deposit to secure spot.
  • Pay in full.
  • Schedule payment plan (disclaimer that card will be charged by date unless plan created).
• Payment methods:
  
  
  • CC via Stripe (3% fee).
  • ACH.
  • Zelle, check, cash (deposit must be CC).
  • Voucher.

Form 7: Lunch Form

• Partially prefilled.
• Sign.

Form 8: Terms and Conditions

• Read, check off, sign.

Form 9: Medical Form

• Partially prefilled, download.

Thank You Email

• Thank you message.
• Invoice (registered children, payments, and balance).

Jotform Login Form

Form Overview

• Title: The form is titled "Summer Camp Registration," indicating its primary purpose of collecting registration information for a summer camp program.

Parent Information Section

• Parent Name:
  
  
  • Fields: Two text fields for collecting the first name and last name of the parent or guardian.
  • Purpose: This information is essential for identifying the person responsible for the child's registration.
• Email:
  
  
  • Field: A single text field for the parent's email address.
  • Placeholder: Example email shown as "example@example.com."
  • Purpose: To facilitate communication regarding camp details, updates, and emergency notifications.
• Phone Number:
  
  
  • Field: A single text field formatted as (000) 000-0000.
  • Instruction: A prompt asking the user to enter a valid phone number.
  • Purpose: For quick contact in case of emergencies or important announcements.

Address Section

• Address:
  
  
  • Street Address: A primary field to enter the street address.
  • Street Address Line 2: An optional field for additional address details (e.g., apartment number).
  • City: A field for the city of residence.
  • State/Province: A dropdown or text field for the state or province.
  • Postal/Zip Code: A field for the postal or zip code.
  • Purpose: Collecting this information helps in localizing communication and providing location-specific information.

Navigation

• Buttons:
  
  
  • Back: A button to return to a previous step (likely the child information section).
  • Next: A button to proceed to the next step, which could involve providing child-specific details or confirmation of the registration.

Usability Features

• User-friendly Design:
  
  
  • The form maintains a clean and organized layout, making it easy for users to navigate and fill out the information.
• Validation Prompts:
  
  
  • Instructions like “Please enter a valid phone number” guide users to submit correctly formatted information, which enhances data quality.

Potential Enhancements

• Validation Rules: Implementing additional validation rules for the email and phone number fields could improve accuracy.

Picklist Field with Conditional Logic

• Picklist (dropdown) fields are used to guide users based on their selections.
• Conditional logic is applied to dynamically display relevant fields.
• Example:
  
  
  • If a user selects "Other" in a picklist, additional fields related to Please specify your Interest details appear i.e Text Field.
    
    

    

File Upload Method Using Jotform

Jotform provides a robust file upload method that allows users to submit documents, images, PDFs, and other file types through online forms. This functionality ensures seamless collection, storage, and management of uploaded files.

Key Features of File Upload in Jotform

• Seamless File Collection
  
  • Users can upload files directly through the form, eliminating the need for email attachments.
• Automated Storage & Access
  
  • Uploaded files are stored within Jotform and can be accessed via the submissions dashboard.
• Multiple File Uploads
  
  • Supports single or multiple file uploads in one submission for enhanced convenience.
• Customizable File Types & Size Limits
  
  • Administrators can define allowed file types (e.g., PDF, DOCX, JPG) and set size limits to optimize storage.
• Integration with Cloud Storage & CRM Systems
  
  • Uploaded files can be automatically synced with Google Drive, Dropbox, OneDrive, and integrated with Salesforce.
• Secure Data Handling
  
  • Provides encryption and access control to ensure data security and compliance.
• Workflow Automation
  
  • Eliminates manual file handling by routing uploads to predefined storage locations or records in CRM systems.
• Enhanced User Experience
  
  • Provides a smooth and efficient file submission process, improving engagement and reducing submission errors.
• Improved Business Efficiency
  
  • Reduces administrative workload by centralizing document collection and integrating it into workflows.

Jotform’s file upload method is widely used in industries such as customer support, job applications, education, legal documentation, and project management, offering a scalable and user-friendly solution for managing uploaded files efficiently.

Progress Path for Form Completion in Jotform

The Progress Path for Form Completion is a feature in Jotform that visually guides users through the form-filling process, ensuring better engagement and completion rates. This feature is particularly useful for long or multi-step forms, where users may otherwise abandon the form before completing it.

How the Progress Indicator Works

• Progress Bar
  
  • A dynamic progress bar updates in real-time as users fill out the form.
  • The bar visually fills up, showing how close they are to completing the form.
• Percentage Display
  
  • A numerical percentage (e.g., "77% Completed") gives users a precise idea of their progress.
  • The percentage updates automatically as fields or sections are completed.
• Step-by-Step Navigation (for multi-page forms)
  
  • If the form is split into multiple pages, users can see which sections are done and which remain.
  • TA breadcrumb-style navigation or a numbered step system may be used.

Edit Form Functionality in Jotform

The Edit Form Functionality in Jotform allows users to modify their previously submitted information, ensuring data accuracy and flexibility. This feature is particularly useful for applications, registrations, surveys, and order forms where users might need to update their responses after submission.

Key Benefits of the Edit Form Feature

• User Convenience
  
  • Users can revisit and update their form entries without needing to submit a new form.
  • Eliminates the hassle of contacting support to request changes.
• Data Accuracy and Integrity
  
  • Ensures that users can correct errors or update outdated information.
  • Prevents duplication by allowing modification of existing submissions instead of creating new entries.
• Seamless Integration with Other Systems
  
  • Updated data is automatically reflected in Salesforce, Google Sheets, Airtable, or other integrated platforms.
  • Reduces manual data correction and improves workflow efficiency.
• Improves User Experience
  
  • Enhances trust by giving users control over their submitted data.
  • Encourages higher form completion rates since users know they can edit later if needed.

How the Edit Form Functionality Works

• Retrieving Previously Entered Data
  
  • Each submission generates a unique edit link that users can access later.
  • When users open the link, their previously submitted data is auto-filled in the form.
• Modifying the Information
  
  • Users can change, add, or remove data in editable fields.
  • Certain fields can be locked to prevent modification if required.
• Saving and Updating Changes
  
  • Once the user submits the edited form, the updated information is saved in Jotform and synchronized with any integrated systems (e.g., Salesforce, Google Sheets, CRM, or database).
  • A notification email can be sent to the user and admin about the changes.

Payment Option in Jotform

Jotform offers robust payment integration features, enabling businesses, nonprofits, and individuals to collect payments seamlessly through customizable online forms. Whether selling products, collecting donations, or offering subscription services, Jotform provides a secure and user-friendly solution without requiring complex coding or external payment platforms.

Key Features of Jotform’s Payment Integration

1. Multiple Payment Gateway Support

Jotform integrates with a variety of payment processors, allowing users to select their preferred gateway based on business needs. Supported options include PayPal, Stripe, Square, Authorize.Net, Razorpay, Google Pay, Apple Pay, Mollie, and PayU, among others. Each payment provider comes with specific features, such as recurring billing, ACH payments, and multi-currency support.

2. Flexible Payment Models

Jotform enables businesses to accept payments through various pricing structures:

• One-Time Payments – Suitable for online product sales, event tickets, and service fees.
• Recurring Payments & Subscriptions – Ideal for memberships, monthly donations, and SaaS models.
• Custom Amount Payments – Allows users to enter an amount (e.g., donations or pay-what-you-want pricing).
• Installments & Split Payments – Some payment gateways support installment-based payments, ensuring flexibility for customers.

3. Secure & PCI-Compliant Transactions

All payment forms on Jotform are PCI DSS Level 1 compliant, ensuring that sensitive payment details are encrypted and securely processed. By integrating with trusted payment gateways, Jotform eliminates the need for businesses to store customer payment information, reducing security risks.

4. Customizable Payment Forms

Jotform provides fully customizable forms to enhance the payment experience. Users can design their forms with branding elements, images, and descriptions while incorporating interactive features such as:

• Dropdowns & Quantity Selectors – Allowing users to choose product variations or add multiple items.
• Discount Codes & Coupons – Businesses can offer promotional discounts to encourage sales.
• Shipping & Tax Calculations – Automated cost adjustments based on location and order total.

5. Seamless Integration with CRM & Accounting Tools

Jotform's payment feature integrates with Salesforce, QuickBooks, Google Sheets, and other CRM or accounting tools, ensuring real-time synchronization of payment records. This eliminates manual data entry and improves financial tracking.

6. Automated Confirmation & Invoice Generation

After a successful payment, users receive an automated email confirmation along with a digital receipt or invoice. Businesses can also send branded invoices directly to customers, ensuring transparency and record-keeping.

7. Conditional Logic for Smarter Payment Workflows

Jotform enables advanced conditional logic, allowing businesses to create dynamic payment forms. For example:

• A nonprofit donation form can show different suggested donation amounts based on user selection.
• An event registration form can display different ticket pricing for students, VIPs, or general attendees.
• A custom order form can calculate total pricing based on user-selected options, such as extra services or addons.

8. Mobile-Friendly & Embedded Payment Solutions

All Jotform payment forms are mobile-responsive, allowing users to make payments from any device. Additionally, businesses can embed payment forms on websites, landing pages, or social media, making it easy for customers to complete transactions without being redirected.

9. No Additional Transaction Fees

Unlike many form builders, Jotform does not charge extra processing fees. Users only pay the standard transaction fees applied by their chosen payment gateway. This makes it a cost-effective solution for small businesses and nonprofits.

Data Transfer Between Forms in Jotform

Jotform provides a Data Transfer Between Forms feature that allows information entered in one form to be automatically passed to another form. This functionality is essential for multi-step processes, where users need to complete multiple forms while avoiding redundant data entry.

Key Features of Data Transfer Between Forms

1. Seamless Data Pre-Filling in the Next Form

Jotform enables automatic population of fields in the second form using data submitted in the first form. This ensures a smooth and efficient user experience, eliminating the need for users to manually re-enter details.

For example, if a user enters their name, email, and phone number in Form 1, these details can be automatically pre-filled in Form 2 when it opens, reducing errors and improving efficiency

2. Supports Multiple Data Types

Jotform allows various types of data to be transferred between forms, including:

• Text fields (Name, Address, Email, etc.)
• Dropdown selections (Country, Product Category, etc.)
• Checkboxes and Radio Buttons (Subscription type, Preferences, etc.)
• Date & Time (Appointment scheduling, event registration, etc.)
• Numeric and Currency Fields (Order amount, fees, etc.)

3. Enhances Multi-Step Workflows

For complex processes that require multiple forms, such as job applications, registrations, order processing, or feedback collection, data transfer helps maintain consistency and eliminates redundancy. This makes it easier for users to complete forms without frustration.

4. Dynamic Conditional Routing

Jotform allows conditional redirection based on user responses. Users can be directed to different forms based on their selections while preserving entered data. For example:

• A customer support form can route VIP users to a priority assistance form.
• A survey form can redirect users to different follow-up forms based on their answers.
• A job application form can send candidates to different second forms based on their selected job category.

5. Reduces Errors & Saves Time

Since data is automatically transferred, the chances of manual entry errors are minimized. Users don’t have to repeatedly enter the same details, making the process faster and more convenient.

6. Works with Payment & Order Forms

For businesses using Jotform for e-commerce or invoicing, order details entered in the first form can be automatically carried over to the payment form. This ensures accuracy and streamlines the checkout experience.

7. Secure & Efficient Data Handling

Jotform ensures that data integrity is maintained between forms. The platform uses secure URL parameters to pass information, keeping the transfer process safe and reliable.

Thank You Page in Jotform

The Thank You Page in Jotform is a confirmation page that appears after a user submits a form. It serves as an acknowledgment of successful submission and provides users with important next steps, additional information, or a personalized message. This feature enhances user engagement, trust, and satisfaction by ensuring that users receive immediate feedback on their submission.

Key Features of the Jotform Thank You Page

1. Customizable Confirmation Message

Jotform allows users to personalize the Thank You Page with a custom message. Instead of a generic response, users can:

• Express gratitude (e.g., “Thank you for your submission!”).
• Provide confirmation details (e.g., “We have received your request and will get back to you soon.”).
• Display submission details (e.g., Name, Order Number, Reference ID).
• Include branding elements like logos, colors, and fonts.

2. Redirection to an External URL

Instead of displaying a built-in Thank You Page, Jotform enables users to redirect submitters to another webpage after form submission. This is useful for:

• Sending users to a website, product page, or dashboard after form submission.
• Directing users to a download link for files, reports, or guides.
• Navigating users to a payment page or appointment scheduling system.

3. Dynamic Content Based on Responses

Jotform supports conditional logic, allowing the Thank You Page to change based on user responses.

For example:

• If a user selects "Yes, I want more information", the Thank You Page can provide extra resources.
• If a customer completes a payment form, , the Thank You Page can display a receipt or order details.

4. Display Submission Summary

Users can configure the Thank You Page to show submitted responses to provide instant confirmation. This is helpful for:

• Order confirmations (displaying an Order ID).
• Survey acknowledgments (summarizing selected answers).
• Registration confirmations (showing event details).

5. Social Media and Call-to-Action (CTA) Buttons

Businesses and marketers can use the Thank You Page to encourage further engagement, such as:

• Inviting users to follow on social media.
• Asking for reviews or testimonials.
• Encouraging users to fill out another form or take a survey.
• Providing a discount code for future purchases.

6. Multi-Language Support

If the form supports multiple languages, the Thank You Page can also be customized per language to match the user’s preference, ensuring a localized and user-friendly experience.

Benefits of the Jotform Thank You Page

• Enhances User Experience – Provides immediate confirmation and clear next steps.
• Boosts Engagement – Redirects users to other resources, websites, or promotions.
• Encourages Actions – Guides users to take further actions (e.g., downloads, payments, sign-ups).
• Improves Branding – Customizable design ensures consistency with company branding.
• Saves Time – Automates follow-up communication without manual intervention.

Signature Field and Terms & Conditions Field in Jotform

Jotform provides the Signature Field and Terms & Conditions Field to enhance form security, legal compliance, and user accountability. These fields are essential for collecting legally binding agreements and ensuring users acknowledge policies before submission.

Capture Image Field in Jotform

The Capture Image Field in Jotform allows users to take a photo directly from their device's camera and attach it to the form submission. This feature is useful for verifying identity, documenting real-world evidence, or capturing required images in various workflows.

Key Features of the Capture Image Field

1. Live Camera Access

• The field automatically enables the device’s camera (webcam or mobile camera) when the user clicks on it.
• Users can capture images instantly without needing to upload files manually.

2. Instant Image Preview

• After taking a photo, users can review, retake, or confirm the image before submission.
• This ensures that users submit only the correct and required images.

3. Mobile and Desktop Compatibility

• The feature works across smartphones, tablets, laptops, and desktops with a built-in or external camera.
• No additional software is required—just browser permissions for the camera.

4. Secure Image Storage & Upload

• Captured images are automatically uploaded and stored with the form submission.
• Images are saved in Jotform's cloud storage, or they can be integrated with Google Drive, Dropbox, or other platforms.

5. Customization Options

• Form creators can adjust image size and resolution to optimize storage and display.
• Mandatory Capture Option: Users can be required to submit an image before proceeding.

Survey Fields in Jotform

Jotform offers Survey Fields to help collect structured feedback, opinions, and data from users. These fields are designed to improve response rates, ensure user engagement, and provide meaningful insights for businesses, research, and decision-making.

Jotform’s Survey Fields enable businesses and researchers to gather actionable insights efficiently. With customizable question formats, conditional logic, and secure data storage, surveys become engaging, insightful, and easy to complete.

YouTube Video in Jotform

Jotform allows you to embed YouTube videos directly into forms, making them more engaging and interactive. This feature is particularly useful for surveys, tutorials, product demonstrations, training materials, and feedback forms, where users need to watch a video before responding.

Jotform allows you to embed YouTube videos directly into forms, making them more engaging and interactive. This feature is particularly useful for surveys, tutorials, product demonstrations, training materials, and feedback forms, where users need to watch a video before responding.

Have any questions? Feel free to drop an email to support@astreait.com