Updating Teachworks Custom Profile Fields Using JotForm

Updating Teachworks Custom Profile Fields Using JotForm

The Custom Profile Fields Add-On allows you to create custom fields for customer, student, and employee profiles in Teachworks. Using custom profile fields, you can easily collect and track everything from student learning styles and parent’s preferred payment methods, to employee background check status and teaching styles.

Custom profile field information can be collected using the Custom Forms Add-On in Teachworks, and custom profile fields can be updated by sending existing customers, students, and employees a Custom Form Invitation to update their profile info.

Using Teachworks’ Zapier Integration it’s now also possible to collect and update custom profile field information (and standard profile field information) using an external form builder like JotForm.

This article is the continuation of Part 1: Client Registration in Teachworks Using JotForm, which describes how to connect your registration JotForm to your Teachworks account so new profiles are created in Teachworks when the JotForm is submitted.

Building on the steps in part one, this article is going to discuss how to add steps to your Zap so you can collect custom profile field information on your JotForm and have it automatically added to the correct fields in Teachworks.

We’re only going to add blocks for updating customer custom profile fields, but the process described below can be applied to other profile types as well.

The Steps For Adding Custom Fields

Since the steps we’re going to discuss will build directly on the first part of this article, they’ll be numbered accordingly since we aren’t starting from scratch. The “first” step in this section will actually be the fifth step in the Zap:

  1. Formatting Change to Convert Customer JotForm Custom Fields to a Single Item
  2. Update Customer Custom Field Values in Teachworks

5. Formatting Change to Convert Customer JotForm Custom Fields to Single Item

When a JotForm is submitted, each field on the form is collected as a separate item. Teachworks’ custom profile fields are an array, so they’re all listed as a single item. To add JotForm custom fields to Teachworks, we need to convert all of the individual items into one single item that matches the formatting used by Teachworks.

Add a new block to your Zap: select “Formatter by Zapier” as the App, and “Utilities” as the “Action Event:”

Formatter by Zapier - Utilities

In the “Customize Utilities” section, select “Text to Line-item” in the “Transform” field. In the “Values – Input” section, add the custom field values submitted on your JotForm (see the note below on how to order the Custom Field Values properly):

Convert Custom Field Values

Once you’ve selected the custom field results from JotForm and they’re listed in the correct order (each separated by a comma), Click “Test & Continue” to finish the section.

How To Order The Custom Field Values

To ensure the JotForm custom fields correspond to the correct custom fields in your Teachworks account, they need to be added to the line-item formatting block in the correct order.

You can find the order by going to the “Find or Create Family” block from step three (from Part 1). Expand the “Send Data” section of the block and scroll all the way to the bottom. You’ll see the “created_at” and “updated_at” timestamps. Below those fields is the “custom_fields” section. The order the custom fields appear in (from top to bottom) is the order they should be listed in when you add them to the “Text to Line-item” formatting block.

6. Update Customer Custom Field Values in Teachworks

Create a new block and configure the first section to look like this:

Update Customer Custom Fields

Choose your Teachworks account in the “Choose Account” section. Be sure to connect to the correct account if you have more than one Teachworks account connected to Zapier.

Next, in the “Customize Customer Custom Field Values” section, select the customer’s Teachworks ID from step three. In the “Custom Field ID” field, choose the “Custom Fields Field ID” from step three.

In the Custom Field Value field add the single line-item from the formatting block in step five.

Customer Custom Fields

Click “Test & Continue” to finish the section.

Updating Custom Field Values for Students

Student custom profile fields can be updated using the same steps listed above. Simply create a formatting block using the same settings described in step six, but create a single line item containing the student custom profile fields instead of the customer custom profile fields.

Once you’ve done that, follow the steps in step seven to add another “Update” action, but choose “Update Student Custom Field Values in Teachworks” as the action instead of “Update Customer Custom Field Values.”

Your Zap Is Ready To Use

Congrats! You’re Zap is all set up and ready to use, so you can start sending out your JotForm to register new clients, students, or employees and have all their information automatically mapped to Teachworks.

Don’t forget that this Zap is just one way to register new clients, students, and/or employees in Teachworks using a form you can embed on your website or send out in emails. Teachworks’ innate form building tools are included for free in your Teachworks subscription. You can include as many custom profile fields as you need on these forms, and they’re easy to embed on your website or send out in marketing emails.

Don’t have an account with us yet? Click the button below to get started on your free 3 week trial to try out the Custom Forms Add-On and the Zapier Integration today!

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