What is it?
An administrator or ASA can take a form on behalf of another user – either someone who already has a profile in the database or a new user without a profile. This is useful in cases where an application or event registration form has been sent through the mail or discussed over the phone.
Previously, administrators had to assume the profile of the user or create a new profile in the case of new users. Then they had to complete the form as the user.
Now, admins can save time and accomplish this by clicking a button on the form list. By doing so, they can also prevent notifications from being sent to the user about the submission.
How to Access
Navigate to Forms > Form List
Taking a form on behalf of a user
From the Form List, click on Take this form next to the form you want to submit on a user's behalf.
On the Take a Form screen, choose to either Proceed as new profile (for a user who is not yet in your database) OR select a profile and choose to Proceed as the selected profile (for a user with a profile in the database).
On this same screen, check the Prevent Confirmation Emails checkbox to prevent the confirmation and/or invoice email from sending to the user you're taking the form on behalf of. This can be useful if you're processing the submission after an event has already occurred, and don't want the user to receive emails about the submission.
Once you've chosen to Proceed to the form, enter the user's information and continue through the form. Before payment, you'll be taken to the Summary page.
At this point, an administrator can edit the Summary to change pricing options. Note that Number fields cannot have their price-points edited.
Once done with any pricing edits, hit Save to see the updated Summary.
On the Payment screen, choose one of the three options from the drop-down:
- Pay now: Used to pay right then and there using the member's credit card info
- Invoice Me: Used to generate an invoice to send to the user that they can pay later
- Offline payment: Used to process an offline payment, like paying via check or cash after an event.
With the Offline Payment option, you can process the payment right then and there as an Admin, rather than having to go in to the back end to pay the invoice later on.
Only when taking a form for a user as an admin will you see all available payment options. If a user takes the form, they will only see the payment options configured to be displayed through the form.
NOTE: If you don't see drop down with options and only see the Credit Card area, you may need to uncheck "Automatically auto-renew" in a previous screen.
After choosing your Payment option, click 'Return to your admin session' in the bottom-right corner of the page to navigate back to the Admin side of MC Professional.
Comments
8 comments
Can the form be taken by an organization profile or only individual?
Hi Wendy - Since the Organization profile isn't associated with a person, you do need to take the form as an individual. You'll want to use the Key Contact's profile to take the form if you want to register more than one person from the Organization. Hope that helps!
Is it possible to register more than one person at a time for an event?
Hi Lauren - It is, as long as a) your database has an organization/linked structure (yours does not) OR b) you have 'Allow guest registrants' turned on for the event section. Start by clicking Properties on the event section, then look at the area on the lefthand side of the page highlighted in the screenshot below.
Why is would a "Take this form" link be greyed out?
Hi Karen - If the Login section on a form is disabled, submissions will be anonymous (not tied to a member's profile) so you will not be able to take the form on a user's behalf. We strongly recommend enabling Login for forms, which you can do by clicking Properties for the Login Section and using the toggle on the left to enable it.
Hello,
I recently set up the option for school districts to use an organizational profile and have given directions to the Key Contacts with regard to the how-to regarding registering a group. One particular Key Contact completed one registration and clicked to submit. I have the form set up so that people can not submit the form twice, so she was unable to continue with the remainder of the group. Am I correct in my assumption that an ASA or admin cannot edit the form to add the other 50 registrants? I also have assumed that the Linked Members are not "guests" so this is not the way to go.
With this in mind, is the only way to accomplish the registration of the 50 Linked Members is to individually register each one? I believe that the balance due will add onto the organization's total, but the invoices will be separate from the Key Contact's invoice, correct?
Thanks in advance for your advice.
Good morning Joyce! I've created a ticket for you with our Help team to address your questions. We'll be in touch!
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