Forms and Payments

Forms control what families fill out during registration. Pricing controls what they pay.

Forms

Sign Ups does not have its own form builder. Instead, you attach existing forms from your connected systems and tell Sign Ups how to map their fields to registrants. Form sources fall into two buckets:

• Your church database for registration, payment, and release forms. See Integrations for which databases are supported and how to connect.
• E-signature tools like DocuSeal for waivers and signed documents.

Manage attached forms under Sign Ups → Settings → Forms.

Form types

Every attached form has a type that controls what happens during sync:

• Registration. Creates or updates a registration when a family submits the form. Use only for actual sign-up forms.
• Payment. Attaches a payment to an existing registration. If no matching registration exists yet, the payment is held and matched later when one appears.
• Release. Waivers, consent documents, or anything else you want to point families at. A release form can be any external link (Google Form, PDF, custom site, database form, etc.). It does not create registrations or record payments; it's tracked as outstanding or completed for each registrant.

Attaching a database form

1. Go to Settings → Forms and click Add Form.
2. Paste the form URL from your church database. Sign Ups extracts the form ID automatically.
3. Pick a form type (Registration, Payment, or Release).
4. Save. Sign Ups fetches the form's fields from your database.

You may need to submit at least one response to the form first. Sign Ups discovers the form's fields from existing submissions; without any, field mapping cannot be configured.

Mapping database fields to registrant data

Once a database form has at least one submission, open it in Sign Ups and map each field to a registrant attribute:

• Name, email, phone, date of birth, etc.
• Custom fields you've defined on events
• Medical profile fields

Sign Ups auto-matches fields where the names line up (e.g. "First Name" to registrant firstName). Anything it can't map confidently is left blank for you to set manually.

When new fields appear in the source form later, they're added to the mapping screen with the same auto-match attempt. Existing mappings are preserved.

Attaching an e-signature form

For waivers and signed forms (currently via DocuSeal):

1. Connect the e-signature tool under Workspace Settings → Integrations. See Integrations for the specifics.
2. In Sign Ups → Settings → Forms, edit a form and enable the e-signature integration section.
3. Pick a template from the dropdown.
4. Choose a match field: the template field used to identify which registrant a submission belongs to (typically the child's name or a unique ID).
5. Map remaining template fields to registrant medical profile fields.

When a family completes the form, the submission is matched to the registrant via the match field, and the form is recorded against their record.

How forms appear to families

Families don't see a Sign Ups form. They see whatever the source system shows: a form hosted on your church website, or an e-signature envelope by email. Sign Ups picks up the submission and links it to the right registrant in the background.

Editing or removing a form

Editing a form's mapping is safe and applies to future submissions. Existing registrants keep their already-imported data unless you re-sync.

Removing a form stops new submissions from being linked. Already-linked submissions stay on registrants.

Pricing

Pricing tiers determine what families pay at the time they register.

How tiers work

• Each event has one or more pricing tiers.
• Each tier has a name, a price, and optionally a cutoff date.
• The active tier at the moment of registration is what the family is charged.
• Once a family registers, their price is locked in even if a new tier kicks in later.

Common patterns

• Early Bird, Regular, Late. Three tiers with two cutoff dates. Most camps use this.
• Single price. One tier, no cutoff. Simplest setup.
• Member vs. Non-Member. Two tiers without dates, where the form determines which one applies. (This requires custom setup, ask support.)

Editing pricing

Open the event in Settings and edit tiers under Pricing. Changes apply only to future registrations.

:::note Screenshot needed pricing-tiers.png: pricing section of an event with multiple tiers and cutoff dates. :::

Payments

Sign Ups does not collect payments. Money is collected through your church database or whatever external payment system you already use. Sign Ups records what was collected and keeps the registrant's balance up to date.

Where payments come from

• Database sync. When a family pays through a database form or transaction, the payment imports automatically on the next sync. The payment is matched to the registrant via the form's match field and the registrant's record updates.
• Manual entry. For checks, cash, or payments collected outside the database, record them by hand:
  1. Open the registrant in Registrants.
  2. Click Add Payment.
  3. Enter the amount, date, and method (Check, Cash, Other).
  4. Save.

Both kinds of payments show up on the registrant's record and in the Finances page.

Refunds

Refunds are handled in your church database, not in Sign Ups. After you process a refund externally, either:

• Wait for the next sync to pick it up (preferred), or
• Open the registrant and record the refund manually so the balance reflects right away.

Sign Ups does not move money. Marking a payment refunded here is a record only.

Family Portal

Families can view their balance and outstanding forms by visiting their Family Portal link, even without signing in. The portal links them out to your database to actually pay. See Family Portal for how to share that link.

Related

• Events for attaching a form and pricing to a new event
• Family Portal for collecting payments after registration
• Financial Aid for partial coverage of registration cost
• Finances for the admin payment ledger