Builder is a self-service authoring tool that empowers your organization to create, edit, and manage participant forms directly within CampDoc and SchoolDoc. By providing real-time control over your health profiles, Builder eliminates wait times and allows you to tailor questions to your specific program needs. This guide answers frequently asked questions regarding form customization, logic, and best practices for transitioning your forms from season to season.
In this article:
- Builder FAQ: Getting Started
- Managing Questions & Logic
- Restrictions, Expirations, and Authorizations
Builder FAQ: Getting Started
Q: What is Builder exactly?
A: Simply put, Builder is a powerful tool for managing your participant forms. It gives your organization direct control and flexibility to edit your own forms!
Q: Can multiple people on our account use Builder?
A: Yes, any provider that has Settings > Health Profile EDIT permission can use Builder. We recommend designating one member of your team to manage your draftsets (form edits) - and to have only one active draftset at a time.
Q: Is it possible to do simultaneous work on the same draftset?
A: While multiple people can work within the same draft set, we advise that only one person make edits at a time, and have only one active draftset at a time to avoid potential conflicting edits or overwriting of changes.
Best practices:
- One person at a time in the draftset.
- One active draftset at a time.
Q: If we're using Builder for multiple programs (e.g., camp and afterschool program), can we have different questions for each?
A: Ah, yes, the customization capabilities are one of the beauties of Builder! Yes, you can build and manage forms for each of the different programs using Subgroup Restrictions. For more complex scenarios, please reach out to your Implementation Specialist; they'll provide tailored guidance to ensure your forms align with your requirements.
Q: Where can I learn more about how to use Builder?
A: Be sure to regularly check out our Builder Support Site Space for the latest Builder-specific resources, training materials, and recordings. We continuously create new content to help you get the most out of Builder.
If you ever need a refresher on basic functionalities, our recorded sessions are available for you to review at any time.
Managing Questions & Logic
Q: Is there a way to duplicate a question? For example, we ask for multiple emergency contacts, and they all should contain the same information?
A: Absolutely! You can use the Copy and Paste functionality to duplicate questions and their sub-questions (if applicable), and save you time! In the event you want to copy an entire section of questions and sub-questions or an entire step, you select all the contents of that section or step.
Tip: You can also copy and paste multiple copies of a question!
Q: Can the forms be edited at any time throughout the year, or do all edits need to be completed before there are active registrations?
A: Edits can be made at any time throughout the year; however, some changes may cause your participants to have to re-answer questions if they are presently in an active session. Please be mindful of whether or not the change will result in participants’ forms becoming incomplete, and give participants advance notice if they will need to update their forms.
Q: Will pre-filled answers from returning participants go away when questions are edited?
A: Generally, yes. Most answers carry over year-to-year, though the outcome depends on the type of edit.
Updating a question label or text will retain the existing answer. However, ensure the new label doesn't change the context (e.g., changing "First Name" to "Street Address"), as the old data will still be linked to that field.
Conversely, changing the question format or updating an authorization requires creating a new question. In these cases, participants will be prompted to provide a fresh answer. If you are planning a structural change, your Client Success Team can help advise you on the best approach.
Q: Can I only view changes in my test account after I've applied the draft?
A: With the Builder Draftset Preview Mode, you can view changes WITHOUT applying the draft at all. Use the Draftset Preview Mode to view and test your forms exactly as participants would see them without needing to apply the draftset or create test profiles. You can test conditional logic, restrictions, expirations, and even complete the entire form flow in a safe sandbox environment.
Q: If I copy something like “Parent Name” and put it into another step, will it populate the information that the parent enters in the first section into the second section?
A: The copy/paste feature is just duplicating the question and format to the other area - it is not copying participants' answers.
Q: Does the phone type field allow and format international phone numbers?
A: Yes, the phone number field accommodates international phone numbers, but it doesn't allow the spacing or (+) signs or (-) dashes. Numerical digits only!
Q: When we have live forms, do we edit in the same draft group that we started with or somewhere else?
A: Yes, changes made to the forms for live or non-live sessions are done all in this same draftset; applying a draftset is effective immediately.
Q: Are there template questions to choose from when building out forms?
A: There are many different question types to choose from, such as yes/no, open text, authorization, etc. (here's a guide that goes through all of them and some examples and best practices). Note that the forms you’ll see in Builder are based on the forms you've already submitted during the Submission process. Of course, you’re welcome to add additional questions as needed.
Q: Can certain fields/answers be validated? For example, for a question asking for a phone number, can the question be set so that a user MUST enter a 10-digit phone number (123-456-7890) and not allow other input types?
A: You bet! If you select the ‘Text’ question type (field), this will allow an open-text answer in the format of your choosing: phone, email, date, etc. Our system has restrictions in place so that users can only enter specific information based on the format you requested.
After you create a new Text question, you’ll be able to modify the input type (format) in the right-side Question Metadata field. Check out the Text section of our Question Types support article for more information on the formats available.
Here's a quick step-by-step video on how you can do this:
Q: Can "inside" questions be conditional, based upon the question prior? For example, we ask a yes/no question, and if they say yes, it prompts for more information. If they answer no, then that second inside question doesn't show up for them?
A: Think of an ‘inside’ question as a sub-question or follow-up that is conditional based on a set answer to the previous question. Conditional questions are used when you want to collect information that may not apply to all participants. For example, based on the condition of a participant answering yes to a question, an additional follow-up question appears. If a participant answers no, then that second question will not appear.
You can use conditional questions to reveal follow-up questions based on specific answers to an initial question. (i.e., Yes/No, Select, Medication, Allergies, and Authorizations that are Accept/Decline question types). Conditional questions should not be created based on any open-text questions.
Tip: The sub-question will display the “Show when answer is” to show the preceding question’s condition in which it will be displayed. In the screenshot below, the “Details” sub-question will appear when a participant answers “Yes” to the question, “Ever been treated for attention deficit disorder (ADD) or attention deficit/hyperactivity disorder (ADHD)?”
Q: What's "Z-archive" all about?
A: Z-Archiving is a common historical practice to preserve for future use, instead of deactivating the questions and those nested therein. For example, if you have a ‘Yes/No’ (leading) question and multiple (nested) sub-questions that appear if a participant answers ‘yes' to that initial question, you may choose to archive this set of questions to retain this nesting structure, order and placement within your forms, and/or if you plan to need this question in the future
Note that “Z-archive” is simply one option under the “Z-group” subgroup restriction. Other options include “Z-hidden” and “Z-review.” We recommend reaching out to your Client Success Team for more guidance on using the “Z-group.”
Q: Do we automatically have a "Z-Archive" group? Or would we need to ask our Client Success Team to create it when creating our 2026 groups?
A: Z-Archive group is not included by default. Please reach out to your Client Success Team to create the group for you.
Restrictions, Expirations, and Authorizations
Restrictions
Q: What are Restrictions?
A: Restrictions are used to limit the questions or steps that are displayed to participants based on specific criteria such as age, sex, and subgroup. You can use restrictions when creating and filtering for questions or steps, and when making edits in bulk. There are three types of restrictions: Age, Sex, and Subgroup:
- Sex restrictions allow you to restrict questions or steps by sex assigned at birth.
- Age restrictions allow you to restrict questions or steps by age (options include ‘As Older or Older Than’ and ‘Younger Than’).
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Subgroup restrictions allow you to restrict questions or steps by groups to which participants are registered. Note that the list of subgroups that appear within your options stems directly from your account’s group structure.
- It’s strongly recommended that you consult your Client Success Team when making complex subgroup restriction changes, as they can assist you in designing your forms to meet your requirements.
Expirations
Q: What are Expirations?
A: By default, information from your returning participants will carry over from year to year. Expirations are dates set on steps and questions that determine when returning participants will be prompted to either re-confirm their existing information (Review & Confirm - Step Expiration) or to re-enter new information, regardless if they answered it previously (Question Expiration).
Conventionally, it’s best practice to expire authorizations (so they have to get re-signed year-over-year, and on all remaining Steps, have returning participants review and confirm their remaining information. However, this practice can vary widely depending on the unique needs of your organization. It’s strongly recommended to consult your Client Success Team if you wish to review your question expiration practices together.
Q: When should Expirations be set up?
A: If you’re a returning organization, you’ll work with your Client Success Team to set up health form expirations in your second year of using CampDoc/SchoolDoc. If your organization is past its two-year mark, you’ll need to reset your expirations. Note that expirations should ideally be reset while your account is dormant so that no active participant’s health profiles are cleared out and become incomplete.
Tip: If you have live participants or complex overlapping session dates, you may also preset expirations in the future after that current session has ended, so you don't risk affecting the completion percentages of your current participants' profiles. It’s strongly recommended to consult your Client Success Team if you wish to review your question expiration practices together.
Q: Regarding Expirations, does a step appear as complete or incomplete in the Health Profile for participants before it has been reviewed and confirmed?
A: If there’s a step expiration set and the participant has not yet reviewed and confirmed the information from the previous year, the step will appear as incomplete in the participant’s Health Profile.
Q: When setting up Expirations, is the date that we use generally the date that we want previous information to disappear? Can we use a date in the past?
A: If you want to expire information that has been filled out before a certain date (for example, January 2025), you can use that date in the past when setting up expirations. If, for example, you want to have participants review and confirm any answers filled out before today’s date, you would set today’s date as the expiration date.
Q: My organization operates year-round. What are some best practices for setting expirations so that current participant profiles are not affected?
A: If your organization operates year-round, you’ll need to be mindful about resetting expirations while there are live participants.
While the answer to this question will vary by organization, we recommend connecting with your Client Success Team for guidance on how to best set up expirations for your year-round programs.
Q: What if we need to look back and see if someone filled out a waiver back in 2023? How can I access this expired information?
A: Short answer: Historical uploads are retained, and this information is obtainable by utilizing existing reporting. Please reach out to your Client Success Team for guidance on obtaining this historical information if you have any issues in retrieving data.
Authorizations
Q: How should I update my authorizations for the new season?
A: As you transition from one season to the next, you may wonder whether to edit your existing authorizations or create new ones. The best approach depends on your organization’s reporting needs and legal requirements.
Q: Why can't I edit the text of an existing authorization?
A: If at least one participant has already signed an authorization, the system will prevent you from changing the text body. This is a security measure to ensure the legal integrity of the document; participants should never be tied to a signature for terms they did not originally review.
Your Options for Updating Authorizations
Depending on your goals for data retention and reporting, we recommend one of the following three methods:
Option 1: Set an Expiration (Best for Returning Participants)
If the legal language of your authorization has not changed, you can keep the same form active.
- Action: Set an Expiration Date on the authorization.
- Result: Returning participants will be automatically prompted by the system to review and re-sign the form for the 2026 season upon their next login.
Option 2: Copy and Deactivate (Clean Reporting)
If you do not need to pull active reports on 2025 data alongside 2026 data, this is the most streamlined method.
- Action: Make a copy of the 2025 authorization for the 2026 season, then deactivate the original. You can now clear the old text and paste your new waiver language or make specific verbiage adjustments.
- Note: Deactivating a form does not permanently delete signatures. They are moved to the "Deactivated Questions" list and can be retrieved at any time by reactivating the form.
Q: What are some things I can do to ‘future-proof’ my Authorizations, so that I’m not having to create a new Authorization every year?
A: Great question! Generalizing the text and removing any time-sensitive text (e.g., ‘2026’) within an authorization is useful to reduce the number of edits and copies you need to make.
Q: What if I need to update an Authorization mid-season (e.g., update some language)?
A: As mentioned above, once an authorization or waiver has been signed, you cannot change the verbiage in that authorization.
If an authorization needs to be changed, make a copy of the existing authorization, make the changes, and deactivate it. Be advised that live participants will need to sign the new version of the authorization once the draftset has been applied.
Tip: Before updating your authorization, we recommend using the Send Message feature to notify your participants. Let them know that their "Complete" status will temporarily change to "Incomplete" until they review and sign the updated version.