Responses to the questions form link structured data to a membership record. So, you can use them to create additional data sets for members and/or contacts, as an alternative to adding custom fields to every membership record. This is particularly useful when:

  • you want them to add their own additional details. Do this via the questions form, of course, which you can provide a personalised link to.
  • data only applies to a limited proportion of the total membership. This means you need not burden all the membership records with extra custom fields when they only apply to a few people.
  • you want to store multiple different data sets.

For example, consider running an application process for a job, course or grant. You might ask people to complete additional details such as date of birth, national insurance number or whatever, and/or upload a CV or personal statement.

Make a form

Start by making a new form type questions in forms → manage forms (Fig 1).

Fig 1: an application form, type questions

To help locate people later who have this additional data, you should choose always subscribe them for the specific consent option ( Fig 1: 1, Fig 2) rather than asking them. As we’ll usually be dealing with existing members here, general consent doesn’t matter, as it only applies to contacts added by the form.

Fig 2: always subscribe to specific consent

Define custom fields (using the seedling icon Fig 1: 2, Fig 3) for each of the additional properties you want to store. (The membership record already provides things like address, for example, but let’s say we want Date of Birth and CV file). You can always come back to the form to add others later.

Fig 3: custom fields (the questions to ask) in the form

If you plan to have them submit their own data, then embed the form on your website. You might want to password protect the page if it is not for general use (WordPress does this easily).

If you send them a personalised link to that page, the form will complete their name and email for them. It helps ensure the data links to the correct person.

You might also choose to add some or all of the new data manually.

Add data manually

To add data manually, go to member info → questionnaire and petition responses. Choose the name of your form (Fig 4: 1).

Locate the person you want to add or amend data for. You can search for them by any of Cameo’s usual means.

If they have already submitted some responses through the form, you can also find them with the show respondents button (Fig 4: 7).

If not, add an empty response for the selected membership with add respondent manually (Fig 4: 2). This is like filling in the form but with empty answers. This means the show respondents and list subscribers will include them (see below) as if they had completed the form.

(Alternatively, if you have made the form available, you could just fill in the form on their behalf. Note that you can’t do this in manage forms in a live version of Cameo, as that is only a simulation.)

Either way, you can then add, edit or delete specific answers. With the relevant response shown (possibly empty, other than consent information):

  • to add an answer to a question not already answered, click the add an answer button (Fig 4: 3). Choose the question to answer, then enter the answer (Fig 5).
  • to edit an existing answer, click the pencil icon next to the answer. Then change it (Fig 4: 4, Fig 5)
  • to delete an existing answer, click the delete icon () next to the answer (Fig 4: 5)

You can also delete an entire set of answers with delete response (Fig 4: 6). We no longer treat the person as a respondent. For example, they might have withdrawn their application.

Fig 4: editing response data
Fig 5: add or amend answer

Locate and email people with this data

You can locate people who have this extra data in two ways:

  • as above, use show respondents in member info → questionnaire and petition responses (Fig 4: 7), or
  • make a list, with source questionnaire (Fig 6: 1). Select the name of the questions form (Fig 6: 2). Then use show subscribers (Fig 6: 3). (Note that if you didn’t set specific consent in the form as above, you will not see anyone, as that controls their subscription to the list).

With a list, you can then send them email etc. Make a template with that list as its audience, in the same way as any other template. Only one person in a household will usually have the additional data. Therefore, you should probably address your template to an individual only.

member info → questionnaire and petition responses has a short cut to make both a suitable list and proforma template. Click make list and template (Fig 4: 8) underneath show respondents.

Fig 6: using a list to find and address people who have responses for this form