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** Note this guide is about the Ninja Forms request form, to view the Gravity Forms request form overview click this link.

What is the Request form?

Do you want to ask new users signing up for your DoOO anything about their project before they get an account? A request form is one option for this, and can help you keep track of new users. Without the form, any user in your community can log in and sign up for their own account, without being asked any further information. You can use the request form to ask new users their expected graduation date, course/major, what they intend to use their site for etc. But you might also want to limit the number of accounts that are created in order to manage the growth of the project directly. The request form can be especially helpful keeping track if your program offers Top Level Domain registrations. Note that the request form requires a bit of manual admin work for every new user due the reviewing/accepting entries process and the approval process.

**it is important that the request form is NOT renamed, or else it would break the functioning of the form. **

Enabling the form in WordPress

in the WP dashboard go to Ninja Forms> Dashboard 

From there select “Interest form” 

Form Fields

The form is editable through separate fields, much like the blocks in page builders such as Elementor or Gutenburg. Fields can be rearranged simply by clicking and dragging above or below other fields. Hovering over the field and then the gear in the top right allows you to edit, delete, and duplicate fields. The plus sign in the bottom right allows you to create new fields using a variety of preformatted options. Whenever you’re finished making changes, hit Publish in the top right corner. 

When editing a field, your view will split and look something like this:

Here you can edit and rearrange the options for the particular field, add a description, make a field required, and more.


Email & Actions

This section allows you to choose what happens once a form is submitted. Save Form saves it within the Ninja Form section titled “submissions”. Success Message gives users an on-screen confirmation that the form was submitted. Editing the Admin Email determines to what administrative email the form is sent. User Email sends the user a confirmation email that the form has been submitted and will be reviewed. All of these can be edited or toggled off. 



The advanced section has more settings you can dive into. One to note is creating restrictions that you can toggle this in a few ways. For example, you can set it so only one form submission per email can be sent in: 

example restriction setting


Changing User Roles- Approval process

A user signs in via SSO and then is given the option to fill out the request form. After they submit it, you receive their submission. Great! Now what? The admin “approves” the user by switching the user’s role from subscriber to author. There are a couple places you can change the role.

For a single user, go to the list of all users, hover over the user you would like to change roles, and select “edit”.hovering over user to select "edit"

Then, find the field labeled “role” and switch from subscriber to author. 

selecting author from the drop down menu for role

For bulk changes, you can select all the accounts you’d like and simply toggle “change role to..” to author, and then hit change. This also works for just one user as well. 

changing role on the all users page


After this, email the user and let them know that once they log into DoOO they would be able to create their account and choose their domain/subdomain. 

Viewing Submissions

"Submissions" selected under Ninja Forms

From the WordPress dashboard, select “Submissions” under “Ninja Forms”. Then, under the “Select a form” dropdown choose “Interest Form”. Selecting "Interest Form" under submissions tab

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