Guest Forms in MyApp (ChiliCal)

Guest Forms allow you to collect any information about the prospect booking a meeting, ensuring you have any required or useful information to make your meeting even more productive. This information can optionally be used to populate information directly into your CRM when the prospect books a meeting.

Table of Contents

• Accessing your Guest Forms
• Skip Form When Possible
• Adding, Removing, Editing, and Ordering Fields
  • Adding New Fields
    • Field Types
  • Editing Fields
  • Ordering Fields
  • Removing Fields
• Required or Optional Fields
• Prospect's and Company Logo

Accessing and Updating your Guest Forms

Each Guest Form will be associated with a Meeting Type. That said, to access them, you must first access your Meeting Types.

You can access your Meeting Types at this link or in MyApp's left-hand menu:

After that, click the three dots next to the Meeting Type you want to access, and then Edit:

You should find the Guest Form option once the Meeting Type loads:

Skip Form When Possible

You will notice the "Skip form when possible" option at the header in the Guest Forms tab. This can be a powerful ally to boost your chances of scheduling a meeting and make the booking experience for your prospect even faster.

Within this field, users can define whether the form of a meeting type will be skipped when we know the prospect's details. This enables one-click booking through suggested times but requires the prospect to be known ahead of time, either by having booked and filled out a form before or by having the prospect data in your CRM.

Changes are auto-saved after toggling this option on or off.

Click here to learn more about how to use Smart Parameters to skip the form for your prospects and make their booking experience even faster!

Adding, Removing, Editing, and Ordering Fields

Adding New Fields

Click the "Add Field" button at the bottom to add a new field to your form. After that, some options will be displayed: 

Form Field Type

You can select among your organization's Data Fields or Question fields.

• Data Fields: If your Admin enabled the CRM syncing for Personal Scheduling Links, you can select among the Data Fields maintained for your org by your Admins.
  
  
  Clicking on it will show to which CRM fields they are mapped and will have the form submission data written.
  
  
  You can also select the Field's Label (what your prospect will see in the form) and whether it's a Required field or not.
  
  
  
• Question: You can create the field as you wish, but they will not write any data to your CRM. Note that Question fields can't be used as Dynamic Tags for Reminders.

Field Type (Question Fields)

The Field Type will define your Question field's behavior in the Guest Form; this is not displayed if you are working with Data Fields. There are a couple of options to be selected:

• Email Address: This field only accepts values in e-mail format. 
  
  
• Single Line Input: This field accepts any characters on a single line.
  
  
• Multi-line Input: This field accepts any characters and multiple lines of input. Recommended for fields that may require a longer answer.
  
  
• Picklist: This field allows users to select one option from multiple options. Once enabled, ChiliCal will allow you to define and order the choices by clicking the "Add Option" button.
  
  
  
•  Phone Number: This field only accepts values in phone-related format (numbers and -).
  
  Note that Question fields cannot be used as Dynamic Tags.

Editing Fields

To edit an existing field, click on it and its data will be displayed to be updated as you wish:

Ordering Fields

You can re-arrange your fields and define in which order they will be displayed in your form. To do that, click on the icon on the field's left side and move it as you wish

Removing Fields

To remove a form field, click the X icon at their right. The Email field can not be removed as the prospect's email is needed for the booking process.

Required or Optional Fields

While creating or editing a field, you will notice a "Required" toggle. 

If this is toggled on, meaning the field is required, prospects cannot submit your form without filling in all required fields.

If this is toggled off, prospects can leave optional fields blank. However, since prospects don't need to fill them out, you may not receive any data or answers for those.

The e-mail field is always required and can not be marked as optional.

Hidden Fields

If the Hide toggle is enabled, you can include a value that will be passed for this field, although it will not be visible to the prospect who's filling out the Guest Form. This can be useful to pass hidden UTM parameters, for example.

For the example below, we created a field that will automatically record the prospect's CRM as Salesforce once they fill out the form:

Notice how the field is not displayed to the prospect when the form loads, but it will still write the pre-defined value for the Data Field and its associated Salesforce fields.

Prospect's and Company Logo

You may be familiar with this setting from the Meeting Types in ChiliCal document. 

You will notice a green icon with a logo on the form's screen at the top right. If enabled (green), we will display the prospect's company logo based on their e-mail domain; toggling this setting will affect all scheduling links. However, if this is disabled (greyed out), we will not do it.

Right next to the prospect's logo, you will notice a plus (+) icon, which will be the place to upload your company logo. This acts as a profile picture but for the users' company. This image only affects personal meeting types and is displayed in a different location than the user profile picture.

The Meeting Type's Scheduling Preview page will also reflect any updates on the Guest Forms page.