Form Management

This page covers Form Management — creating and managing custom data collection forms for member groups. For registering members → Member Management

Form Management is the custom data layer of Member Center. It allows merchants to design structured forms that capture business-specific information from members — beyond the standard name, email, and phone fields that all members share.

Forms are organized into Categories (sections) and Details (individual fields). Each Form is linked to one or more Groups in Member Management, so that every member in that Group is associated with the right set of custom data fields for their billing context.

Key Concepts

Form

A Form is a named template of data fields. It is the top-level container. Each Form is identified by a Form ID (system-generated) and a Form Name (merchant-defined). A Form contains one or more Categories.

Example: "Aerobic Class Intake Form", "New Student Registration Form", "Tenant Profile Form".

Category

A Category is a named section within a Form that groups related Detail fields together. Categorizing data points makes the form easier to read and fill out — especially when a Form has many fields.

Example: A "New Student Registration Form" might have Categories such as "Personal Information", "Emergency Contact", and "Academic Background".

Detail

A Detail is an individual data field within a Category. For each Detail, merchants configure:

Property	Description
Detail Name	The label shown to the member when filling out the form.
Type	The input type — determines how the field is rendered and what kind of value it accepts. Three types are available: Form, Upload, and Multiple Choice.
Criteria	The specific sub-type or format rule within the selected Type. Options depend on which Type is chosen.
Required	Whether the field must be completed before the form can be submitted. Check the box to make the field mandatory; leave unchecked to make it optional.

Detail Types and Criteria

📝 Form

The Form type renders a free-text input field. Use it for any data that members enter as written text — names, IDs, notes, numbers, or mixed content.

Select a Criteria to constrain what characters the field accepts:

Criteria	Accepted Input	Example Use
Alphabet	Letters only (A–Z, a–z). Numbers and special characters are not allowed.	Member's full name, city of birth, emergency contact name.
Numeric	Numbers only (0–9). Letters and special characters are not allowed.	Student ID number, unit floor number, age, meter reading.
Alphanumeric	Both letters and numbers. Special characters are not allowed.	Reference code, license plate, mixed identifier fields.

Example: A "Student ID" field — Type: Form, Criteria: Numeric, Required: Yes.

---

📎 Upload

The Upload type renders a file attachment field. Use it when members need to submit a document or image as part of their profile data.

Select a Criteria to specify the accepted file category and format:

Criteria	Accepted Formats	Example Use
Image	PNG, JPEG	Profile photo, signed consent form scan, ID card photo.
Document	PDF, DOCX, XLSX	Medical clearance letter, signed agreement, enrollment form.

When a member submits an Upload field, the file is stored and linked to their member record. The merchant can access the uploaded file from the member's profile in Member Center.

Example: A "Doctor Clearance Letter" field — Type: Upload, Criteria: Document (PDF, DOCX, XLSX), Required: Yes.

---

☑️ Multiple Choice

The Multiple Choice type renders a selection field with predefined options. Merchants define the list of choices, and members select from them. Use it for standardized, controlled-vocabulary fields where free text would be inconsistent.

Select a Criteria to specify how the options are displayed and how many selections are allowed:

Criteria	Behavior	Example Use
Checkbox	Displays options as checkboxes. Members can select more than one option simultaneously.	Skills or interests (multi-select), applicable programs, dietary preferences.
Radio Button	Displays options as radio buttons. Members can select only one option.	Fitness level (Beginner / Intermediate / Advanced), gender, membership tier.
Select Box	Displays options in a dropdown list. Members can select only one option from the dropdown.	City, country, class session time, preferred language.

Example: A "Fitness Level" field — Type: Multiple Choice, Criteria: Radio Button, Options: Beginner / Intermediate / Advanced, Required: Yes.

---

Required vs. Optional

Each Detail can be independently set as Required or Optional regardless of its Type or Criteria.

Setting	Behavior
Required (checkbox ticked)	The member cannot submit the form without filling in this field. A visual indicator marks it as mandatory on the member-facing form.
Optional (checkbox unticked)	The field is displayed but the member may leave it blank. The form can still be submitted without a value in this field.

Set a field as Required when the data is essential for billing or operational purposes — for example, a unit number in a property management context or an emergency contact in a fitness intake form. Leave fields Optional when the information is useful but not blocking.

---

How to Create a Form

1

Log In

Log in to the DOKU Dashboard using a verified corporate or international business account.

2

Navigate to Member Center — Form Management

From the left navigation menu, select FlexiBill → Member Center. On the Member Center page, click the View Form button to open the Form Library.

3

Open the Add Form Dialog

Click the + Add Form button on the top right of the Form Library page.

4

Enter a Form Name

Type a descriptive name for the Form in the Form Name field (maximum 256 characters). Choose a name that reflects the billing context or group this Form is designed for.

Example: "Pilates Class — Member Intake", "Academic Year 2025 Student Form".

5

Add a Category

Enter a Category Name and select a Category Type from the dropdown. Then click + Add Detail to begin adding fields to this Category.

Category groups related fields into a named section. Add multiple Categories to structure a long form into logical blocks.

6

Configure Details

For each Detail field within the Category, fill in:

• Detail Name — The field label (e.g., "Fitness Level", "Emergency Contact Phone").
• Type — Choose from Form, Upload, or Multiple Choice. The Type determines how the field is rendered and what kind of input it accepts.
• Criteria — Select the specific sub-type or format rule for the chosen Type (e.g., Alphabet / Numeric / Alphanumeric for Form; Image / Document for Upload; Checkbox / Radio Button / Select Box for Multiple Choice).
• Required — Check the box to make this field mandatory. Leave unchecked to make it optional.

To add more Details to the same Category, click + Add Detail again.

See Detail Types and Criteria below for a full explanation of each Type and its available Criteria options.

Drag the handle (≡) on the left of each Detail row to reorder fields within a Category.

7

Add More Categories (If Needed)

Click + Add Category at the bottom of the form to add another section. Repeat the Category and Detail configuration for each section.

8

Save the Form

Click Add Form to save. The Form is now listed in the Form Library and is available to be linked to Groups in Member Management.

---

Form Library

The Form Library is the central list of all Forms created by the merchant. Access it by clicking View Form on the Member Center page.

Each card in the Form Library displays:

Property	Description
Form ID	System-generated unique identifier for the Form.
Form Name	Merchant-defined name of the Form.
Category count	Number of Categories (sections) in the Form.
Detail count	Total number of Detail fields across all Categories.

Searching Forms

Use the Search Form bar at the top of the Form Library to search by Form Name. The list filters in real time as you type.

Viewing a Form

Click the eye icon (👁) on any Form card to preview its full structure — all Categories and their Details — without opening the edit view.

Edit and Delete Forms

To modify an existing Form or remove it from the library, locate the Form card in the Form Library:

• Edit — Click the Form name or edit option to open the Form in edit mode. Modify any Category name, Category Type, Detail fields, or field configuration. Save when done.
• Delete — Remove the Form from the library.

Deleting a Form that is currently linked to a Group will remove the Form association from that Group. Members in the Group will no longer be associated with the deleted Form's data fields. Review linked Groups before deleting a Form.

Linking a Form to a Group

A Form only becomes active when it is linked to a Group in Member Management. Once linked, all members assigned to that Group are associated with the Form's data fields.

To link a Form to a Group:

1. Navigate to Member Center → Member Management.
2. Create a new Group or open an existing Group's settings.
3. Select the target Form from the Form dropdown when configuring the Group.
4. Save the Group configuration.

Members subsequently added to that Group — whether individually or via bulk upload — will be associated with the linked Form.

When uploading members in bulk using the With Form template, the upload file includes columns for the custom Detail fields from the linked Form. Download the correct template from the Upload Data dialog after selecting With Form to get the pre-populated column structure.

Example Form Structures

Fitness Studio — Class Intake Form

Form Name: Aerobic Class Intake

Category	Detail Name	Type	Criteria	Required
Health Information	Medical Conditions	Form	Alphanumeric	No
Health Information	Doctor Clearance Letter	Upload	Document (PDF, DOCX, XLSX)	Yes
Health Information	Pregnancy Status	Multiple Choice	Radio Button (Yes / No)	Yes
Fitness Background	Current Fitness Level	Multiple Choice	Radio Button (Beginner / Intermediate / Advanced)	Yes
Fitness Background	Previous Classes Attended	Form	Alphanumeric	No
Emergency Contact	Contact Name	Form	Alphabet	Yes
Emergency Contact	Contact Phone	Form	Numeric	Yes
Emergency Contact	Relationship	Form	Alphabet	No

Education — New Student Registration

Form Name: Form Siswa Baru (New Student Form)

Category	Detail Name	Type	Criteria	Required
Personal Data	Student ID Number	Form	Numeric	Yes
Personal Data	Program	Multiple Choice	Select Box (Regular / Extracurricular / Lab)	Yes
Personal Data	Profile Photo	Upload	Image (PNG, JPEG)	No
Guardian Information	Parent/Guardian Name	Form	Alphabet	Yes
Guardian Information	Guardian Phone	Form	Numeric	Yes
Academic Background	Previous School	Form	Alphanumeric	No
Academic Background	Scholarship Status	Multiple Choice	Radio Button (Yes / No)	Yes
Academic Background	Applicable Support Programs	Multiple Choice	Checkbox (KIP / Beasiswa Yayasan / Bantuan Daerah)	No

Property Management — Tenant Profile

Form Name: Tenant Profile — Tower A

Category	Detail Name	Type	Criteria	Required
Unit Information	Unit Number	Form	Alphanumeric	Yes
Unit Information	Floor	Form	Numeric	Yes
Unit Information	Parking Slot	Form	Alphanumeric	No
Utility	Electricity Meter ID	Form	Alphanumeric	Yes
Utility	Water Meter ID	Form	Alphanumeric	Yes
Lease Details	Signed Lease Agreement	Upload	Document (PDF, DOCX, XLSX)	Yes
Lease Details	Lease Duration	Multiple Choice	Select Box (6 Months / 1 Year / 2 Years)	Yes

Terms & Conditions

• Form Name maximum length: 256 characters
• Category Name maximum length: 256 characters
• A Form must have at least one Category with at least one Detail to be saved
• Forms can be reused across multiple Groups
• Modifying a Form's Detail fields after members have already submitted data does not retroactively change existing member records

FAQ

Can I use the same Form for multiple Groups?

Yes. A single Form can be linked to more than one Group. This is useful when different segments share the same data requirements — for example, different fitness classes that all use the same intake form structure.

Can I add a new Category or Detail to a Form after it has already been linked to a Group?

Yes. You can edit a Form at any time to add, modify, or remove Categories and Details. Changes take effect for new data entries going forward. Existing member records that were saved before the change are not retroactively updated.

What is the difference between Category and Detail?

A Category is a named section that groups related fields together — it is a structural container with no data value of its own. A Detail is the individual field within a Category where the actual data value is entered (e.g., a text box, a dropdown, a date picker).

What is the difference between the three Detail Types?

Form — A free-text input field where members type a value. The Criteria (Alphabet, Numeric, or Alphanumeric) controls which characters are accepted.

Upload — A file attachment field where members submit a file. The Criteria specifies whether the accepted file is an Image (PNG, JPEG) or a Document (PDF, DOCX, XLSX).

Multiple Choice — A selection field with predefined options set by the merchant. The Criteria specifies how options are displayed: Checkbox (multi-select), Radio Button (single select), or Select Box (single select via dropdown).

Can I allow members to select more than one option in a Multiple Choice field?

Yes — use the Checkbox Criteria under Multiple Choice. Checkbox fields allow members to select one or more options simultaneously. If only one selection should be allowed, use Radio Button or Select Box instead.

Can I reorder the fields within a Category?

Yes. Each Detail row has a drag handle (≡) on its left side. Drag and drop Detail rows to reorder them within a Category while in the form editor.

What happens to member data if I delete a Detail field from an existing Form?

Deleting a Detail field from a Form removes it from the form going forward. Existing member records that already contain data in that field retain their saved values in the database — but the field will no longer appear in the Form for new entries or when viewing the member's form profile through the standard form view.

Is there a limit to the number of Categories or Details per Form?

There is no published hard limit on the number of Categories or Details per Form. Design forms to match your business data requirements — but keep usability in mind: shorter, focused forms tend to be completed more accurately than very long ones.