Setting Up Offline Payments

You may want to allow your users to pay offline, e.g. mail a check or apply credit from a unit account. This can be accomplished in Form Builder with a few steps:

Step 1: Edit - Add a Payment Options Page

At the bottom of your form, add a new page for Payment Options. Multiple pages are required for the logic that allows offline payments, and a separate page for payment questions helps them stand out to users.

Step 2: User's Preference and Administrative Notes

Add a new multiple choice field to your form, so that users may select different payment options. This field should be required and on the final page of your form.

Also add a paragraph text field, making it admin only, for staff to collect offline payment details such as date and check number. List which details you wish to document as default text. Optionally, check "Auto-hide Default Text" so your prompt goes away when you start typing.

Save and select "I'm finished."

Step 3: Logic - Enable Rules to Skip Pages

Save and return to Form Manager, then click on "logic." In the logic builder, select "Enable Rules to Skip Pages" (the red box). From the "Select Destination Page" dropdown, choose "Success Page." Select the payment option field you created in Step 2 (such as, "How would you like to pay?"), then the appropriate user response. If your field had more than one option for offline payment (such as both "Mail-In" and "Unit Account), change "Go to this page if" from "all" to "any," and click the plus sign to add another condition. Once you have a condition set up for every offline payment option, click on "Save Settings" at the top of the page.

Step 4: Logic - Conditional Notifications

Also in the logic builder, select "Enable Rules to Send Notification Emails" (first green box). For offline payment cases, you will need to override the master Delay Notifications Until Paid setting under Payment Setting so users paying offline receive a confirmation email when they submit the form, even though they haven't paid yet. In these cases, you will want one email rule for staff and one email rule for users. You can create additional rules by clicking on "Add Email Rule," next to the plus sign.

Note: For Online Payment cases, the normal Notifications settings are used and you do not need to set up conditional notifications rules under Logic. 

For each offline payment email rule:

  1. Set up a single condition, similar to the ones you created in Step 3.
  2. Set the "Send email to:" as the person this goes to.
    1. For notifications to Staff, use "set as custom" and enter their email address in the field. This only allows one recipient, so if you need multiple, you can add more rules.
    2. For confirmations to Users, select the correct "Email" field, which sends this to the email address entered on the form.
  3. Select the Email Template:
    1. For notifications to Staff, use the Notification Email template to use the same settings from the Notifications section.
    2. For confirmations to Users, select "Custom" to build the email form here and customize the message.
  4. Fill in your email details, including instructions for your users in the "Email Content." See Notifications (Basic) for explanations of each notification field.
  5. For both versions, do NOT check "Delay Notification Until Paid" so the messages go out upon submission; this overrides the master setting.

Best Practice: BCC appropriate staff in the emails sent to users so they know to expect payment in the mail or to apply credit and follow up.

Step 5: Logic - Conditional Success Pages

Similar to notifications, the success page seen by users can communicate instructions for offline payments. Check "Enable Rules to Display Success Page" (the final box) to add a rule for offline payment options. This rule will be the same as the rule used for custom Notifications. 

Those who choose to pay online will see your standard Success Message as set under Form Properties. 

 

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