Payment for camp registration + optional add on products

  • Profile Image
    RonFriedman
    Asked on March 08, 2021 at 06:36 PM

    Can square or stripe do a combination of bringing a fee down from the form PLUS adding some additional purchase items?

    I allow parents to register multiple students for multiple summer camp options. I use an input table to calculate #camps. My form then calculates total registration fees (taking into considerations some discounts). Parents will pay for total registration fee (calculated in my form) - PLUS they may order textbooks, T-shirts, and neck gaiters. - different quantity and sizes. If I do a square integration can I do a combination of carrying my registration fee into the payment then let them add the additional products? If not square, would stripe do this better?

    Also - I started with a ticket system so I could count down the classes until filled. However, I can't do the multiple students/camps this way - can I??

    Screenshot
  • Profile Image
    roneet
    Answered on March 08, 2021 at 10:04 PM

    You may add the products outside the payment integrations using the Single choice/Multiple choice options and then add up all the totals using the Form calculation widget. Next, pass the final amount to the payment integration.

    1) You will need to split your products into native fields such as "Single choice" or "Multiple Choice" fields, and assign a value to each option: https://www.jotform.com/help/301-How-to-Assign-Calculation-Value

    2) Next, perform the calculations: https://www.jotform.com/help/259-How-to-Perform-Form-Calculation-Using-a-Widget

    3) Pass the total to the payment field: https://www.jotform.com/help/275-How-to-Pass-a-Calculation-to-a-Payment-Field

    Thanks.

  • Profile Image
    RonFriedman
    Answered on March 10, 2021 at 12:49 PM

    As we are not able to live track sales of camps I want to defer the time from when they register to when they pay. Example:

    Day 1 Parent registers with the contact information, the camp choices, the T-shirt, book, and neck gaiter choices. A subtotal is calculated, but not charged. The parent gets notification that their registration has been received and upon confirmation of class availability we will send additional waiver information and the invoice.

    Day 2 - staff reviews registration form.

    Day 3 - Send the recipient the new link to the 2 waiver forms and the invoice.


    In this scenario the invoice needs data from the original registration. Would these be .pdf's build under the original Form? Does Jotform do this or do I need another platform with a maybe a zapier connection?


  • Profile Image
    Jovanne_A
    Answered on March 10, 2021 at 07:12 PM

    Hi,

    Day 1 Parent registers with the contact information, the camp choices, the T-shirt, book, and neck gaiter choices. A subtotal is calculated, but not charged. The parent gets notification that their registration has been received and upon confirmation of class availability we will send additional waiver information and the invoice.

    You can use the Purchase order, which will create payment forms without payment vendor integration, which means no online payment will be processed.

    You can follow this guide to know more about purchase order integration:

    GUIDE: How-to-Create-Payment-Form-with-Purchase-Order


    Day 2 - staff reviews registration form.

    Day 3 - Send the recipient the new link to the 2 waiver forms and the invoice.

    It seems that you are trying to create an approval process workflow. Please refer to this guide for more detailed information:

    GUIDE: a-general-approach-on-building-an-approval-process-workflow

    I hope this helps. Let us know if you have further questions.

  • Profile Image
    RonFriedman
    Answered on March 11, 2021 at 01:36 PM

    Thank you - I'll try going down this road a bit and see if it works.

  • Profile Image
    RonFriedman
    Answered on March 22, 2021 at 05:21 PM

    Great result adding the approval process. Next question is payment. is it better to :

    1. parent registers with preferred camps on my form which calculates a price total. the form then goes to registrar for approval.
    2. Registrar uses the edit link and either approves as is or calls parent and registrar makes the necessary changes in the form (maybe move a kid to a different week).
    3. TWO OPTIONS NOW

    3A. The form goes BACK to the parent who once has approval filled sees a payment option that had been hidden before the approval check was made. They can then review the data and make the payment.

    3B. Once approved the parent gets an email that goes to a link with the invoice and payment due. I don't know how to get the Info collected not he registration form then transferred to a new invoice/payment form automatically so that's why I was thinking 3A. However option 3A is a long form and goes back and forth to the parents and registrar - seems complicated.

    Not sure of best approach and have looked all over for similar cases. thank you!

  • Profile Image
    Jovanne_A
    Answered on March 22, 2021 at 06:49 PM

    Hi,

    3A. The form goes BACK to the parent who once has approval filled sees a payment option that had been hidden before the approval check was made. They can then review the data and make the payment.

    You can create a new notification email that will send the edit link to the parent to review the data and make the payment.

    1616452386_60591b220db9f_

    You can then add a change email condition to send the notification email to the parent's email address.

    1616452492_60591b8c35759_

    You can also add the show/hide condition to show the payment field to the parent.

    3B. Once approved, the parent gets an email that goes to a link with the invoice and payment due. I don't know how to get the Info collected not he registration form then transferred to a new invoice/payment form automatically so that's why I was thinking 3A.

    You can create another notification email containing the invoice and payment details.

    1616452705_60591c6139741_

    You can then add a change email condition to send the notification email to the parent's email address once the product field is filled.

    1616453126_60591e06cf71a_

    However option 3A is a long form and goes back and forth to the parents and registrar - seems complicated.

    I have checked your previous conditions, and it seems that the notification for the registrar approval and the autoresponder email will only be sent once the approval status is empty.

    1616453284_60591ea4dc162_

    1616453302_60591eb66c38a_

    Could you please try adding the notification emails and conditions and check if it can help?

    Please give it a try and let us know how it goes.

    Thank you.


  • Profile Image
    RonFriedman
    Answered on March 24, 2021 at 01:59 PM


    Getting closer - a few more glitches

    I built out the logic for a 3 step process.

    1. parent fills out registration form with approval process and payment section collapse is hidden. Condition email sends notification to registrar to edit for approval. Parent gets both a conditional thank you for your submission and your registration will be reviewed for approval as well as a short email autoresponder to say the registration is waiting approval.

    2. Registrar reviews then clicks approved and submit. The registrar gets a short thank you your submission went through. The parent is to get back to the form with the payment section collapse now visible. They are to review and pay then submit.

    3. Parent completes payment and submits. Registrar and parent should get final confirmation and copy of registration package.

    Not working parts:

    1. Parent not getting both auto responses. If I get rid of the autorespond 1 they get 2 right away and if I keep autorespond 1 they never get 2. Triggers are if it is approved or not and if there is a parent signature in the payment. Problem could be that I don't yet have STRIPE set up. I will do that next week.
    2. The last page of the form is hidden on the first go around but is not hidden once it goes for both approval and for the parent payment. I want that hidden the entire time.

    Basic question here - is a 3 submit step process even possible??

    thank you - sharon


  • Profile Image
    RonFriedman
    Answered on March 24, 2021 at 02:44 PM

    Wait....I think I got this one to work!!!! No help needed at this time!

  • Profile Image
    RonFriedman
    Answered on March 26, 2021 at 12:27 PM

    2 conditional logic issues:

    1. I ask in the beginning if they are military or PYC member which gives them a discount, I was able to do a condition calculation to take the discount or not. However, if the form was edited by the registrar then the condition calculation did not rework the formula. Therefore I tried using a calculation widget. However this I cannot get to "not calculate". I used logic to tell it to "disable" but that only stops user input, it doesn't stop the calculation from happening. Is there a work around using either conditional calculation or calculation widget?
    2. I was able to make a 3 step parent- approval by registrar-parent pay option. However, I can't figure out how to trigger the form to show the payment option correctly. I triggered it to show once the form is approved but once it shows it will not let the registrar go through submit without paying. I want it to go to the parent with the payment option showing but that is AFTER the registrar submits approval.

    options? Thank you, sharon

  • Profile Image
    RonFriedman
    Answered on March 26, 2021 at 07:22 PM

    2 conditional logic issues:

    1. I ask in the beginning if they are military or PYC member which gives them a discount, I was able to do a condition calculation to take the discount or not. However, if the form was edited by the registrar then the condition calculation did not rework the formula. Therefore I tried using a calculation widget. However this I cannot get to "not calculate". I used logic to tell it to "disable" but that only stops user input, it doesn't stop the calculation from happening. Is there a work around using either conditional calculation or calculation widget?
    2. I was able to make a 3 step parent- approval by registrar-parent pay option. However, I can't figure out how to trigger the form to show the payment option correctly. I triggered it to show once the form is approved but once it shows it will not let the registrar go through submit without paying. I want it to go to the parent with the payment option showing but that is AFTER the registrar submits approval.

    options? Thank you, sharon 


  • Profile Image
    roneet
    Answered on March 26, 2021 at 09:09 PM

    Right now you are calculating the discount by default on the form. What you can do is write a condition to input the discount.

    For example,

    When the Q8 is equal to PYC Club member then insert a value (-$ No of students *20) into the field PYC Discount.

    When the Q8 is equal to Active Duty Military then insert a value (-$ No of students *40) into the field Military Discount.

    Thanks.

  • Profile Image
    roneet
    Answered on March 26, 2021 at 09:13 PM

    Also, you can show the payment field based on certain condition like:

    When Get Form Page URL widget contains "edit" and the Approval status is "approved then show the payment section to the user.

    When the form is approved then trigger an email to send the edit link to the user so that they can pay the amount.

    Thanks.

  • Profile Image
    RonFriedman
    Answered on March 29, 2021 at 12:54 AM

    I don't understand how the The Get Form Page URL widget is helping. I've looked for a good tutorial on how it works in a multi step form - maybe you have a suggestion. I successfully get through step 1 where the parent will register, then submit. Then the registrar can review and hit approved. However, when they approve it automatically shows the payment module and won't let the registrar submit. If I keep the payment module hidden then it remains hidden when the parent gets their edit notification to pay. It's that last pass back to the parent that does not work still.

    If another approach would work I'm welcome to learn

  • Profile Image
    Bojan_J
    Answered on March 29, 2021 at 07:06 AM

    Greetings Sharon.

    You can also add more information to the URL of the form and use the Get Form Page URL to know exactly in what state the form is.

    Currently, you are using the Edit URL from the form fields dropdown that adds {edit_link}. You can add the following to get the same result:

    https://www.jotform.com/edit/{id}

    The URL above will be generated when using {edit_link}. The difference is, you can add more information to the link this way. For example, you can add the following when sending the email with the first edit link:

    https://www.jotform.com/edit/{id}?step=first

    This way, when the link is opened, it will have ?step=first in it, and you can check if the form URL contains this phrase, instead of simply edit:

    screenshot_4524.png

    Now, when the form is approved and submitted the second time, you can send the following link to the parents:

    https://www.jotform.com/edit/{id}?step=second

    Now you can check if the URL contains step=second, and show the fields that you need to be visible when parents are submitting the form for the last time.

    You don't need to use step=first, you can add anything that will make sense to you. Just make sure you add it after the question mark, and that there is an equal sign between the two values.

    Please let us know if you need any additional help regarding this.

  • Profile Image
    RonFriedman
    Answered on March 29, 2021 at 12:13 PM

    It worked!!!!!! thank you so very much!! ...although as a non-programmer I don't exactly know how it works ;)