CraftRoq Forms Pro guide

Payments, questions that appear when needed, opening hours for a form, and sending answers to your other tools.

This guide covers what CraftRoq Forms Pro adds to your forms: questions that appear only when needed, taking payment, opening and closing a form, matching it to your site, and passing answers on to other tools. If you have not built a form yet, start with the CraftRoq Forms guide.

Chapter 1 of 10

Before you start

Pro is an add-on. It sits on top of the free plugin and adds new options to the forms you already have.

You need:

  • The free CraftRoq Forms plugin, installed and active. Pro does nothing without it.
  • Your Pro licence key. It is emailed to you after you buy, and is also in your CraftRoq account.
  • At least one form. See Make your first form.

Nothing is rebuilt

Your forms and entries stay exactly where they are. After Pro is switched on, open any form and the new options are simply there.

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Chapter 2 of 10

Install Pro and enter your licence

About five minutes, once.

  1. Download Pro

    Sign in to your account at portal.craftroq.com with the email you used to buy, and download CraftRoq Forms Pro. You get a ZIP file.

  2. Upload it

    In WordPress go to PluginsAdd NewUpload Plugin, choose the ZIP and press Install Now, then Activate.

  3. Open the licence screen

    Go to CraftRoq FormsSettingsLicence.

  4. Enter your key

    Paste your licence key into Licence key and press Activate licence.

What you should see

The word Active, with the date your licence runs until. From now on, new versions of Pro arrive on the normal WordPress Updates screen.

Moving to another site

Press Deactivate licence here first, then activate the same key on the new site. More in Licences and sites.

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Chapter 3 of 10

Show a question only when it is needed

For example: ask “Please tell us more” only if someone ticks “Other”. This is called conditional logic.

  1. Click the field to show or hide

    Open your form in the builder and click the field that should appear only sometimes.

  2. Open its Logic tab

    Under Field options there is now a third tab, Logic. Open it and switch on Enable conditional logic.

  3. Say when it should appear

    Choose Show (or Hide) this field if all (or any) of these rules match. Then make a rule: pick the question it depends on, a comparison such as is, and the answer, such as Other.
    The rule reads: show this field if “Dietary requirements” is “Other”.

  4. Add more rules if you need them

    Press Add rule. With all, every rule must be true. With any, one is enough.

  5. Save and try it

    Press Save, open the page with your form and tick the answer. The hidden question should appear.
    Ticking “Other” reveals the follow-up question.

What you should see

In the builder, a field with rules carries a small Logic label, so you can tell at a glance which ones have rules.

The nine comparisons

is, is not, contains, does not contain, starts with, greater than, less than, is empty, is not empty.

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Chapter 4 of 10

Take a payment

The visitor fills in your form, then pays on Stripe’s or PayPal’s own secure page. Card details never pass through your site.

First, connect Stripe or PayPal (once)

  1. Open the payment settings

    Go to CraftRoq FormsSettingsPayments.

  2. For Stripe

    Paste your Stripe secret key. You find it in your Stripe account under Developers. To practise without real money, use the test key, which begins sk_test_.

  3. For PayPal

    Paste your PayPal client ID and PayPal secret, and set PayPal mode to Sandbox (testing) to practise or Live for real payments.

  4. Save

    Press Save settings.

Then, switch payment on for a form

  1. Make sure the form has a total

    The form needs at least one Product / Price field and an Order Total field. See Take orders and work out totals.

  2. Choose how to be paid

    In the builder go to SettingsPayments and set Take payment with to Stripe (cards, Apple Pay, Google Pay) or PayPal.
    A form’s Payments settings.

  3. Say which box holds the email

    In Customer email field, choose your form’s Email field, so the payment is linked to the right person.

  4. Save, then make a test payment

    Press Save. Fill in the form yourself and pay with a test card (Stripe’s help pages list them).

What you should see

After paying you are returned to your site. Under Entries, the entry’s Payment status says Paid, with the Amount paid. Until then it says Awaiting payment.

Nothing is sent until it is paid

Wait for payment before sending notifications is switched on to begin with. Your emails and any connected tools only run once the money has arrived, so an unpaid order is never treated as a finished one.

Add the Stripe webhook

The Payments settings screen shows a web address to add in your Stripe account as a “webhook”, and a box for its Stripe webhook signing secret. Please do this. It means a visitor who closes the page straight after paying is still recorded as paid.

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Chapter 5 of 10

Open, close or limit a form

For sign-ups with a deadline, a fixed number of places, or members only.

In the builder go to SettingsScheduling & limits.

Scheduling & limits.
Open and close on set dates
Switch on Only accept entries between two dates and fill in Opens and Closes. Leave one empty to open straight away or never close. Write what visitors read in Message before the form opens and Message after the form closes.
Stop at a number
Type the number in Maximum number of entries, for example 40 for 40 places, and what visitors read once it is full in Message when the limit is reached.
Members only
Switch on Only logged-in users can submit and write the Message for visitors who are not logged in.

Dates use your site’s clock

The opening and closing times follow the time zone set in WordPress under SettingsGeneral.

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Chapter 6 of 10

Match the form to your site

Change the colours and shape of one form without touching any code.

In the builder go to SettingsForm styler.

The form styler.
Accent colour
The colour of the button and of ticked boxes. Use your brand colour.
Button text colour
The colour of the words on the button.
Field background
The colour inside each box.
Field border colour
The line around each box.
Corner radius (px)
How rounded the corners are. 0 is square.
Submit button
Where the button sits: Left, Centred, Right or Full width.

Leave a box empty

An empty box keeps the normal look for that setting. Custom CSS at the bottom is for a web designer, if you have one; you can ignore it.

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Chapter 7 of 10

Send answers to your other tools

Each time a form is filled in, Pro can add the person to your mailing list, your customer list or a spreadsheet.

There are two parts. First you connect the tool once, for the whole site, under CraftRoq FormsSettingsIntegrations. Then you switch it on in each form that should use it.

Integrations: where each tool is connected.

Mailchimp (a mailing list)

  1. Connect it

    Under Integrations, paste your Mailchimp API key (Mailchimp shows where to create one in your profile) and save.

  2. Switch it on in a form

    In the builder go to SettingsMailchimp and switch on Add people who submit this form to Mailchimp.

  3. Say which list

    Paste the Audience ID. In Mailchimp it is under Audience › Settings › Audience name and defaults.

  4. Match the boxes

    Choose your form’s Email field and Name field. You can add Tags too.

Ask permission

Add a Consent / GDPR tick-box to your form and choose it under Only subscribe when this field is checked. People are then added only if they agree. Double opt-in makes Mailchimp send them a confirmation email first.

HubSpot and ActiveCampaign (customer lists)

These work the same way. Under Integrations, paste the HubSpot private app token, or the ActiveCampaign API URL and ActiveCampaign API key (in ActiveCampaign under Settings › Developer). Then open the form, switch the tool on in its own section under Settings, and choose which of your fields hold the email, name and phone number.

Google Sheets (a spreadsheet)

Every entry becomes a new row in a sheet you choose. The Integrations screen has a short list of steps under Google Sheets setup: you paste a small script into your sheet, and Google gives you a web address. Paste that address into Apps Script web app URL in the form’s SettingsGoogle Sheets section. You do not need a Google Cloud account.

Webhooks (anything else, such as Zapier or Make)

  1. Add a webhook

    In the builder go to SettingsWebhooks and press Add webhook.

  2. Paste the address

    The other tool gives you a web address to send to. Paste it into Request URL and give the webhook a Name so you recognise it.
    A webhook that sends each entry to another tool.

  3. Save

    Leave Method and Body format as they are unless the other tool asks for something different, and press Save.

You are sharing people’s details

Each tool you switch on receives the answers you send it. Check that your privacy policy says so.

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Chapter 8 of 10

Two more ready-made forms

With Pro active, CraftRoq FormsAdd New has two extra templates, both already using conditional logic:

  • Event registration: ticket type, dietary requirements, and a follow-up question when someone chooses “Other”.
  • Customer satisfaction: a rating, with a follow-up question that appears depending on the answer.

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Chapter 9 of 10

If something goes wrong

What each message means, and what to do.

“This licence key is not valid” or “does not exist”
Copy the key again from your licence email or your account. Make sure there is no space before or after it.
“This licence key is for a different product”
Each Pro add-on has its own key. Use the one for CraftRoq Forms Pro.
“This licence has no activations left”
It is already in use on as many sites as your plan allows. Deactivate it on a site you no longer use, or move to a bigger plan.
“This licence has expired”
Your forms keep working. Renew from your account to get updates again; the key stays the same.
The Logic tab or the new settings are missing
Check that both CraftRoq Forms and CraftRoq Forms Pro are active on the Plugins screen.
A payment shows “Awaiting payment”
The visitor did not finish paying, or closed the page before returning. Adding the Stripe webhook (see Take a payment) records those correctly.
“Connect … in Settings › Integrations first”
The tool has not been connected yet. Add its key under CraftRoq FormsSettingsIntegrations.
What if I switch Pro off?
Your forms carry on as free forms. The Pro settings on each form are kept and work again when Pro is back.

Still stuck?

Support is included with your licence. Submit a ticket using the email address on your account.

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Chapter 10 of 10

Words used in this guide

Add-on
A plugin that adds to another plugin. Pro adds to CraftRoq Forms.
API key or token
A long password that lets your site talk to another service. You create it in that service and paste it in here.
Conditional logic
Showing or hiding a question depending on an earlier answer.
Gateway
The company that takes the payment: Stripe or PayPal.
Licence key
The code that proves you bought Pro and lets it receive updates.
Sandbox or test mode
A practice mode in which no real money moves.
Webhook
A message your site sends to another tool the moment something happens, such as a new entry.

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