Personnel groups and creating a form

Personnel groups

The GEST system is based on manageable groups of people, from whom information is collected using customized registration forms. This personal data form forms the basis of each group.

The form creates a structure for collecting information from different groups of people and for managing people. The form can be published for completion outside the system, or the producer can fill in the form with the person's information from the home page, from their own view. If the producer wants to import a larger number of people, this can be done using the Import function, which can be found on the home page of the person group.

The forms are versatile and can be customized to meet different needs and can be used for, among other things, recruiting employees or volunteers, registering invited guests, media accreditation, or even collecting requests for quotations.

The information you collect makes it easier to structure, group, and generally manage people. 

Creating a personnel group

To create a new person group, start by clicking the + sign at the end of the person group row.

Name the form after the group of people whose information you want to collect with the form, such as Volunteers or Invited Guests. We recommend adding the year after the name, which will make it easier to find and distinguish the form on both the home page and the archive. You can also choose your own identification color for the group. After publication, the group of people you created will appear in the top bar of the home page, so the identification color will help you find the group quickly in the future. 

Select Custom as the base and press Next. 

 

Editing and customizing the form

After you have named the personnel group and chosen an identification color for it, you can next edit the form itself.

All forms include 5 Dedicated fields by default. Dedicated fields are intended only for the purpose of collecting the information recorded in them. 

• First name: collect only the first name
• Last name: collect only the last name
• Organization - Organization: collect only organization
• E-mail – E-mail: collect only e-mail
• Phone - Phone number: collect only the phone number

Once the information is entered in these fields, you can find the person through Check-in, send emails and text messages, etc. If a new field is created to collect the information (whatever it is), the information cannot be utilized properly and automation functions will not work. We do not recommend using one field to collect the entire name, but rather that the first and last names are entered in their own fields. Also, do not use these fields to collect other information.

Creating different fields on forms

There are two options at the top of the left field menu: Add a field and Edit the field.

When you want to add a new field to the form, press the Add field function. Adding fields to the form is done by grabbing the desired new field with the mouse and dragging it onto the form. The added fields always appear at the end of the form, from where you can move them to the desired position.

Once a field has been moved to the form, it will become active (green) and automatically enter Edit Field mode. To edit the field information, click the field you want to edit to make it active. 

You can remove unnecessary fields with a red cross.

Form fields

In the left sidebar, you can find various fields that are suitable for numerous purposes:

1. Text field: A text field suitable for open-ended questions. The maximum number of characters for the answer is 255.
2. Text area: A text field that should be used especially for open questions that require longer answers. The maximum number of characters is 65534 characters.
3. Email address: This field is used to collect email addresses. This field should be used to collect email addresses so that emails sent through the system are sent to individuals.
4. Telephone number: This field collects phone numbers. You can select the country code from the drop-down menu. This field should be used to collect phone numbers so that text messages sent through the system can be sent.
5. Check box: A checkbox can be used, for example, at the end of a form to ensure that a person has checked their information. You can give the checkbox a value that the checkmark in the field indicates (yes or no, yes is the default). The checkbox can also be used, for example, to collect diets and allergies. The program counts each selection, so you can see how many people have chosen, for example, a vegan diet.
6. Drop down menu: Several answer options can be entered in the drop-down menu, from which the respondent chooses one option.
7. Multiple choice box: The multiple-choice box allows you to select several answer options at once.
8. File: In this field, the person in the form can upload a file. Supported file formats are .pdf, .jpg, .tiff and .png. The maximum file size is 50 Mb.
9. Date: A calendar view opens from this field, from which you can select a date.
10.  Time: A drop-down menu opens from this field, from which you can select the time with an accuracy of five minutes.
11.  Number:  In the Number field, you can request to add numerical information such as number of people, number of visitors, prices, etc. 
12.  Subheadings With subheadings, the structure of the form can be structured into an easier-to-read format. Subheadings should be used especially when the form has several sections. You can write a title and a short description.

You can edit the field's titles, instructions, and settings by clicking on the field, which will make it active. You will notice this when the field turns green.

Label- field title is entered. NOTE! The title should be at least 3 characters long. Otherwise, the program will not save it and will not let you proceed. 

Options- you can enter answer options (if the field is a multiple choice or drop-down menu).

Notes, i.e., 'Note': Here you can write notes that will appear on the form. For example, you can record instructions for the person filling the form. 

You can specify whether filling in the field is mandatory (required), or is it only visible to those with admin credentials who have access to the form? (admin only)You can also hide fields from all users (hide)The Hide function is suitable, for example, for hiding confidential information from everyone afterwards.

Bidea from check-in The option hides information from people with a Gate ID. This means you can hide form fields that you do not want to give access to to people outside the production. People with a Gate ID are usually helpdesk workers working in Akkre or Checkin, and the information to be hidden can be, for example, artists' phone numbers. 

When you have created the form to your liking, press on 'Create'. Remember that you can edit the form at any time, even after publishing it. The form can be found in the personnel group management, on the 'Form fields' tab.

Please remember that if you delete fields after publishing the form, the information obtained through them will disappear from the system! So if you want to delete a field, it's better to hide it (Hide) so that the information is not lost. 

Once you have created the form, Save it. Remember to also save whenever you have made changes to the completed form.