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:
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:
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:
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:
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.
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
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.
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:
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:
Navigate to Member Center → Member Management.
Create a new Group or open an existing Group's settings.
Select the target Form from the Form dropdown when configuring the Group.
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
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)
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
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.
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