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Managing Forms in Tern
Managing Forms in Tern

Guide to personalizing, managing, and sharing forms in Tern

M
Written by Molly Johnson
Updated over a week ago

Overview

Forms in Tern provide a versatile tool for collecting client information and requests. There are three types of Forms that we'll talk about today - feel free to jump ahead to the form you want to learn about below:

  1. Trip Request Form: Automatically creates a new trip in Tern upon submission.

  2. Contact Detail Form: Updates or creates a contact record.

  3. Custom Form: Collects any data but associates it with the contact who completed the form. Includes a guide to adding a Schedule.

An Intro to Forms (Create & Share)

1. Access Forms by navigating to Library

Access Forms by navigating to Library

2. Click on Forms…

Click on Forms…

3. And select New Form

And select New Form

4. Name your form and select the type

Name your form and select the type

5. Click on Preview to see what this will look like to your clients

Click on Preview to see what this will look like to your clients

6. Click on Share to share your form with clients

Click on Share to share your form with clients

7. You can send your form directly through Tern, or copy and share the URL

  • Tip: this link can be shared via email, text, or embedded in your website.

You can send your form directly through Tern, or copy and share the URL


Trip Request Forms

The trip request form in Tern is a powerful tool for automatically creating trips based on client submissions. Here's a step-by-step guide on how to create and use a trip request form:

  1. Creating a New Trip Request Form:

    • Go to the 'Forms' section in Tern.

    • Click 'New Form' and name it (e.g., 'Website Trip Request Form').

    • Select the 'Trip Request Form' type.

  2. Customizing the Form:

    • Add a description and customize the branding as needed.

    • The form automatically includes required questions to create a trip: who's creating it and the trip name.

    • Add additional elements like traveler details and trip budget.

    • Create multiple pages for detailed information collection.

    • Optional: Add a scheduler for immediate scheduling of consultations.

  3. Sharing the Form:

    • Use the 'Share' option to get a unique link for the form.

    • This link can be shared via email, text, or embedded in your website.

  4. Filling Out the Form:

    • As an example, fill in the form with details like trip name, dates, budget, and traveler information.

    • The form allows adding multiple travelers.

  5. Submitting and Viewing Results:

    • Submit the form to create a trip in Tern.

    • View the newly created trip in the 'Trips' section.

    • The trip includes all details from the form, including associated travelers.

  6. Checking Form Submissions:

    • In Tern, you can see which form was used to create the trip.

    • Clicking on the form submission link provides detailed information from the client’s input.

Contact Detail Forms

The contact record form in Tern is an efficient way to update or create contact records based on client submissions. Here's a guide on creating and using this type of form:

  1. Creating a New Contact Record Form:

    • Go to the 'Forms' section in Tern.

    • Click 'New Form' and name it (e.g., 'New Client Intake Form').

    • Select the 'Contact Information Form' type.

  2. Form Customization:

    • The form auto-populates with a required question: Who is filling out this form?

    • Add relevant fields from the left panel under 'Contact Information' which directly populate the contact record.

    • Optional: Use info blocks to add context or instructions, but avoid overusing them for client ease.

  3. Form Elements:

    • Include fields like loyalty programs, secure travel IDs, and travel preferences.

    • Customize the form according to the information you wish to collect.

  4. Sharing and Testing the Form:

    • Use the 'Share' option to get the form URL.

    • Test the form by filling it out with example data.

  5. Viewing Form Submissions:

    • Submit the form to create or update a contact in Tern.

    • Access the 'Contacts' tab to find the newly added or updated contact.

    • The contact record includes all details filled in the form.

  6. Activity Tab in Contact Record:

    • The Activity tab shows the form used to create or update the contact.

    • This feature provides a clear record of how and when the contact information was obtained or updated.

Contact Update / Creation Logic

  • If the Contact Email is new, a new contact record is created.

  • If the Contact Email matches an existing contact record, we then look at First Name OR Preferred Name, and Last Name.

    • If the name is new, a new contact record is created.

    • If the email and name match an existing contact record, it is updated with any new information from the form.

Create a Custom Form (with Scheduler!)

Custom forms in Tern offer great flexibility for collecting various types of information from clients. Here's how to create and use a custom form:

  1. Creating a New Custom Form:

    • Navigate to the 'Forms' section under the library.

    • Click on 'New Form' and select 'Custom Form'.

    • Name the form appropriately (e.g., 'Super Original Example of a Custom Form').

  2. Form Customization:

    • Add a description for context or instructions.

    • Use the drag-and-drop feature to add different types of questions:

      • Multiple Options: Allows selecting one or many options.

      • Single Select: Permits only one selection.

      • Long Text: For paragraph responses.

      • Info Blocks: To provide additional context or instructions.

      • Scheduler: For scheduling appointments.

  3. Adding Questions:

    • Create questions based on the information you want to gather.

    • Example question: "What are your favorite activities on vacation?"

  4. Sharing and Testing the Form:

    • Use the 'Share' option to copy the form's unique URL.

    • Test the form by filling it with example data and submitting it.

  5. Viewing Form Responses:

    • Responses can be viewed in two places:

      • In the form section, under 'Responses'.

      • On the contact record of the person who completed the form.

    • Custom forms create or update a contact record only if the submitter’s contact doesn't already exist.

  6. Using the Custom Form:

    • Custom forms are versatile and can be used for a variety of purposes, from gathering feedback to collecting specific travel preferences.

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