Contact Form

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Contact form

The contact forms can be used by anyone, and is accessible on every page on your Timebank as an Envelope icon in the toolbar. Contact forms work as follows:

  • Visitors to your site, whether logged in or not, can visit http://yoursitename.timebanks.org/contact and be shown the contact form.
  • The user of the contact form will not see your email addresses since they are hidden from the contact form user.
  • When a visitor fills in the form, the contact form is emailed to a configurable list of emails, which defaults to all coordinators of your timebank
  • The email sent to the coordinators will:
    • be sent from your site's public email address,
    • use the subject configured in your contact form followed by the subject provided by the visitor,
    • include the visitor's message,
    • include additional customized content as defined by an Admin Coordinator in your contact form email template,
    • include your timebank's logo, name, and footer information (as configured in your site)
    • include the email address of the sender
      • If the sender is logged in, it will use the email address of that persons CW account
      • If the sender in not logged in, they will be prompted to enter their email address.

  • If the sender is not logged into Community Weaver, the the contact form requires the sender to use a Captcha. This will prevent Internet robots from using the contact form.
  • Since ANYONE can use the contact form, do not be startled by people who misuse the contact form for attempted spam or phishing messages. In such cases, just delete the bogus message.



Replying to a Contact Form message

The recipient of a Contact Form message can reply to it in order to send an email to the sender of the contact message.

IMPORTANT NOTE:

  • Some email programs do not show the email of the Contact Form sender until you click on the "Reply" function in your email program.
  • This happens because the sender's email address is embedded in the Reply-To header of the email and not all email programs show that email address. Fortunately they do use the "Reply-to" email when you reply to the Contact Form message.
  • If you plan to forward the Contact Form email to another person copy their email address into the body of your email. Otherwise the recipient of the forwarded email will be unable to see the email address of the Contact Form sender.



Admin Coordinators configure the Contact Form

Default set up

Unless it is changed by an Admin Coordinator, the default configuration for the Contact form email is:

  • the category is "'General"'
  • the recipient is the timebank's email address which forwards the submitted contact form to all coordinators.

The message sent to the recipient of the contact form contains the following:


Managing Contact Forms

Admin Coordinators can access the contact form category list page in one of two ways:

  • Gear-icon.png > Configure: Lists menu > Contact Form Categories tab
  • Envelope icon > Contact form categories button

The contact form categories list page allows you to manage your contact form categories.

  • Click on a contact form category name (the text itself) to edit the name displayed to your visitors. Changes are saved immediately.
  • If ther are multiple contact form categories, click on the radio button to choose the default contact form category displayed to your visitors Changes are saved immediately.
  • Click Edit to edit contact form name, recipients, or confirmation message.
  • Click Direct Link to generate links to a specific contact form useful in articles and external sites. You would use these to set up a link to be used in an email, on a page or elswhere.
  • Click the X on the right hand side to delete a contact form category. If you delete the only Contact Form Category you have, the default Contact Form Category will be created again.

Admin Coordinators can edit the contact form categories, create new contact form categories, edit the recipients' email address, edit the "Message displayed upon submission", the online message shown the the person who submits a contact form.

You should note that when there is a single Contact Form Category (which defaults to General Inquiry), then on the contact page - there is no place to choose a category (as there is only one.)

Once you add a second Contact Form Category to your site, when you click on the category name, you will see a drop-down menu on the contact page which can be modified by the visitor.


Creating additional contact form categories

If you wish to set up additional, different contact forms for different roles within your Timebank, you'll want to add a Contact Form Category. You may want to use this feature if, for example, you have different people who handle new applicants, or billing, or member training. You can create a contact form which specifically emails those individuals when the visitor selects their Contact form category on the contact page.

  • Each contact form is sent to each recipient configured to receive it.
  • Each contact form has a name which is used as the subject line for the contact form notification email. The subject submitted by the contact form user's subject is appended to the contact form's subject line.

See an example at: https://crookedriver.timebanks.org/contact Note the drop down icon (the diamond pointing down in the right end of the "I am writing about" field


Admin Coordinators can click on the '"Create contact form category'" button at the top of the list of contact forms, and enter the:

  • Name (of the category of the contact form displayed on the Contact page)
  • Recipients (one or more email addresses who will be sent copies of the submitted contact form, enter one per line)
  • Message displayed upon submission, which is displayed to the visitor after submitting the contact form


TIP: If you have created multiple contact forms, you can do the following to help users to be more aware of the multiple forms.

  1. Create a contact form with the category name "(Click here to choose a subject for your message)"
  2. Use the site email or another default email for your timebank
  3. Set that contact form as the default contact form

The result for users is that they will immediately see "(Click here to choose a subject for your message)" which will encourage them to click and see the other contact form categories.

See an example at: https://orexchange.timebanks.org/contact


Editing an existing contact form category

Admin Coordinators can click on the "edit" button to the right of the contact form name which will allow you to edit the:

  • Name (of the category of the contact form)
  • Recipients (one or more email addresses who will be sent copies of the submitted contact form)
  • Message displayed to the visitor after submitting the contact form


Changing the category which is selected by default

  • The radio button on the left hand side of the Contact Form Categories page allows you to select which contact form category will be selected by default on the contact page. Changes are made immediately.
  • You can rearrange the order in which contact form categories are displayed to your visitors by using the drag handles on the left hand side of the list - drag and drop each row so the order is as you desire.


Contact Form Message Template

The Contact Form template allows Admin coordinators to customize the subject and additional text in the Contact Form notification sent to the Contact Form recipients.

To customize the Contact Form template email which included in the message sent to the recipients of the Contact Form, go to: * Gear-icon.png > Configure: Emails > Coordinators tab > Contact Form Body text editor

The Contact Form email content is appended to the Contact Form message which is sent to the recipients of the Contact From.

Important Note: Using email variables such as {picture} or {name_first} will work in this email template, however, remember that this will be populated with the values of the recipient of the message, not the sender of the Contact Form.