Capturing Custom Text and Source Data Using Smartwaiver Forms

If you want to capture specific customer data in Rock Gym Pro using Smartwaiver, you can add custom questions to your waiver form that map directly to RGP’s Custom Text 1, Custom Text 2, or Customer Source fields. This article walks you through the process and provides best practices for consistent data collection.

Directions for capturing Custom Text and Source questions for Rock Gym Pro forms can be found here: Capturing Custom Text and Source Data Using Rock Gym Pro Forms

Step 1: Edit Your Smartwaiver Form

To add or modify a question in your Smartwaiver form:

1. Log in to your Smartwaiver account.
2. Navigate to Create / Edit Waivers.
3. Click the Edit (pencil icon) next to the waiver you want to modify.
4. In the Waiver Editor, go to the Participant section, then scroll down to the "Custom Participant Questions" section.

5. Add your question by dragging and dropping in the question format of your choice. You can read more about adding custom participant level questions here: How do I add participant level questions?

   Best Practices

   • For Source Questions:
     Use a closed-ended format like a Drop-Down. This makes it much easier to filter and report on responses consistently.
   • For Custom Text Questions:
     Choose the format based on your purpose:
     • If you want to report on specific answers, use a closed-ended format (e.g., Drop-Down, Yes/No).
     • If you want to check whether any response exists (regardless of what it says)
       OR 
       If reporting isn’t a priority or your primary purpose is to display upon check-in, an open-ended format, such as a text field may also suit your purposes.
        

   Tip: Closed-ended questions help keep your data clean and make querying easier. Open text fields offer flexibility but may require more effort to analyze.

6. At the end of your question text, add one of the following tags:
   • //ct1// → Maps to Custom Text 1
   • //ct2// → Maps to Custom Text 2
   • //source// → Maps to Customer Source

Example:

7. Click the Publish Waiver button to make your changes live.

For detailed instructions on editing your Smartwaiver form, visit Smartwaiver's support article

Step 2: Ensure Your Waiver is Set to Send Document Fields to RGP

After publishing your updated waiver:

1. In RGP, go to Data Entry > Manage > Waiver Management / Stations.
2. Click on your waiver form and then click Edit.
3. Make sure the Document Fields checkbox is checked.
4. Click Publish Design to Live.

This ensures that the mapped fields (//ct1//, //ct2//, //source//) sync properly with RGP.

Step 3: Test Your Setup

Before going live:

• Complete a few test waivers.
• Confirm that the answers to your mapped questions appear correctly in the corresponding RGP fields.
• Check that the waiver syncs and populates the customer record as expected.
  • On the Custom tab of customer records for Custom Text 1 and Custom Text 2.
  • On the Tags tab of customer records for Source.