A well-designed registration form can make a world of difference in streamlining the enrollment process. With the Form Builder, you can easily customize fields, add important details, and align the form with your center’s requirements. Whether you’re updating an existing form or starting fresh, this tool empowers you to create a professional and user-friendly experience for families. Let’s dive in and explore how to make the most of this feature!
Availability
The Form Builder is only available on the portal and cannot be accessed via the app.
📖 Table of Contents:
Navigate to the Form Builder tool to begin creating and managing registration forms efficiently.
Learn how to initiate and customize forms for registration, enrollment, or data collection.
How to Initiate a New Form Build – Start a new form from scratch.
Overview of the Builder Platform – Understand the interface and available tools.
Understanding Form Settings – Explore different configuration options.
Step-by-Step Guide on How to Build Your Form – Learn the full process of structuring your form.
Understanding the Main Fields in the Builder – Explanation of the different field types.
How to Use Drag-and-Drop Fields – Easily arrange and structure form components.
Learn how to modify form categories, adjust subfields, and optimize the layout of your waitlist form to ensure a smooth registration process.
Arrange categories in a logical order to improve navigation and enhance the user experience for parents and administrators.
Customize your waitlist form by renaming categories, setting required fields, and deleting unnecessary ones to keep it clear, relevant, and aligned with your center’s needs.
Remove unnecessary or outdated fields to keep the form relevant and concise.
Configure settings to customize how the form functions and appears.
Open Form Settings – Adjust general settings for form behavior.
Form Details – Set up essential information such as title and description.
Form Location – Assign forms to specific locations or centers.
Supported Languages – Enable multilingual support for forms.
Set Form Availability – Define when the form should be accessible to users.
Enable Payment Method Option During Submission – Configure payment settings for registration fees.
Add a "Thank You" Message to Your Form – Customize the post-submission response.
Manage, edit, and track forms efficiently
Information Provided for Created Forms on the List – Understand key details about saved forms.
How to Manage and Search Existing Forms – Locate forms easily with search and filter options.
Search for a Form – Find forms using keywords or filters.
Manage and Edit Forms – Make updates and modifications.
Available Actions:
Preview – View how the form appears before publishing.
Edit the Form – Modify fields and settings.
Duplicate the Form – Create a copy of an existing form.
Copy the Link to Share – Get a shareable form link.
Enable/Disable the Form – Control form availability.
Delete the Form – Remove unnecessary forms.
Learn about user roles and access permissions for managing forms.
How to Access the Form Builder
Follow these steps to access the Form Builder:
Navigate to the Menu:
On the portal, locate the menu on the far-left side of the screen.
Go to Hub Operations:
Click on Hub Operations to access the tools section.
Select the Form Builder:
From the list of available tools, choose Form Builder to begin customizing your registration forms.
Method 2: From the Waitlist Tool
Access the Waitlist Tool:
Open the Waitlist Tool from the portal.
Click the Orange Form Builder Button:
Locate and click the Form Builder button at the top of the Waitlist Tool to access the list of forms.
Create Forms:
Use the drag-and-drop tool to design and manage your registration forms directly from this interface.
How to Create a New Registration Form
Follow these steps to build a customized registration form using the Form Builder Tool:
Step 1: Access the List of Forms to Create a New One
Navigate to the Form Builder Tool and open the list of existing forms.
Click the "Build a New Form" button located at the top-right of the screen.
Step 2: Overview of the Builder Platform
Fields and Elements (Left Panel)
The Fields and Elements panel on the left provides a library of components to help you design and customize your form. These tools allow you to create a form tailored to your center's needs.
What Are Fields and Elements?
Fields:
Input areas for collecting specific information from families.
Examples:
Text Field: For names, phone numbers, or other short answers.
Dropdown Menus: To allow families to select from predefined options, such as days of attendance or programs.
Date Picker: For entering dates like the child’s date of birth or expected start date.
Elements:
Visual or structural components that enhance the design and flow of the form.
Examples:
Headings: For organizing the form into sections.
Dividers: To separate different sections visually.
Checklists or Radio Buttons: For multiple-choice answers.
Drag-and-Drop Functionality
These fields and elements can be dragged and dropped into the center of the screen, where it says:
"Explore the drag-and-drop components to craft your perfect form."Arrange and structure the form by positioning components exactly where you want them.
Note on Functionality
the element options are still under development and may not yet be available.
Updates will expand these options over time, providing more tools to refine your forms.
Form Settings (Right Panel)
On the right side, you’ll find the Form Settings section.
Purpose:
Define key settings for your form, such as its title, description, and additional configuration options.
Hide or Show Settings:
Click the orange "Form Settings" button with the gear icon at the top-right of the builder to toggle the visibility of this panel.
Step 3: Let’s Start Building! 🎉
Now the fun begins! Use the drag-and-drop tools to:
Add essential fields like Parent Name, Child Details, or Contact Information.
Customize the layout to align with your center’s operational needs.
Adjust the settings on the right panel to fine-tune the form’s configuration.
Drag-and-Drop Fields in the Form Builder
The Form Builder organizes fields into four main categories, each containing subfields to capture detailed information. These fields can be customized and positioned on the form using drag-and-drop functionality.
Main Information Categories
The Form Builder includes four primary categories to collect comprehensive details about children, their families, and their health requirements. Below is an elaboration of the fields within each category:
1. Child Information
This section captures the child’s essential personal details, including:
First Name* and Last Name: Identifies the child.
Date of Birth*: Determines age eligibility for programs.
Gender*: For gender-specific reporting or requirements.
Nationality: Captures cultural or administrative details.
Birthplace: Optional for additional records.
2. Contact Information
This section collects details about the parent or guardian responsible for the child:
First Name* and Last Name*: Full name of the contact person.
Mobile Number* and Phone Number: For communication.
E-mail*: For digital correspondence.
Relation*: Specifies the relationship to the child (e.g., Mother, Father).
Country/Region, City*, Home Address, and Postal Code: For location-specific identification and records.
3. Health Information
This section focuses on the child’s health needs and special considerations:
Insurance Number: For medical coverage records.
Allergies: Details about any known allergens.
Carries EpiPen: Yes/No toggle for emergency preparedness.
Tolerates Penicillin: Yes/No/Unknown to note possible medication allergies.
Vaccinations: Track completed immunizations.
Special Dietary Considerations: Record any food-related restrictions.
Special Notes: Additional health-related comments.
4. Doctor Information
This section collects contact details for the child’s healthcare provider:
Full Name: Name of the primary physician.
Phone Number: For emergency contact.
Country/Region, City*, Address, and Postal Code: Full location details of the doctor’s practice.
5. Programs Information
This section focuses on the specific programs or activities a child is enrolled in, helping to manage participation and tailor services accordingly. It ensures accurate tracking of enrollment and eligibility for various offerings:
Select Program: A dropdown list displaying the available programs for families filling out the form, based on the location for which the form is created according to form settings. The options depend on the programs you have customized to be visible, and inactive programs will not appear.
Pick the Location: Specifies the location where the child is expected to attend the selected care program. Available locations depend on the user who created the form and their role. They may have customized the form for specific locations based on their permissions.
Specify Attending Days: Allows selection of the specific days the child will be attending the program (e.g., Monday-Friday or selected weekdays)
How to Use Drag-and-Drop Fields
Adding Entire Categories
Steps:
Hold the category name (e.g., "Child Information").
Drag it into the center of the screen.
All the subfields within that category will be added automatically.
Adding Specific Subfields
Steps:
Click on the category name to expand the list of available subfields.
Drag and drop the desired subfield into the center of the screen.
Note:
Even when adding specific subfields, the main category name (e.g., "Child Information") will appear as a default label on the form.
You can edit the category name to suit your form’s needs.
Note: The orange arrow next to a field indicates that it is required/mandatory, but this setting can be adjusted.
Tips for Organizing Your Form
Use full categories for comprehensive sections, such as "Health Information," to save time.
Drag and drop specific subfields when you need to create a shorter or customized form.
Edit category names to make the form clear and intuitive for families.
Editing Categories and Subfields, and Organizing Components
The Form Builder allows you to edit categories and subfields, as well as arrange the order of components for a customized layout. Here’s how to manage these options:
1. Organize the Order of Categories
How to Reorder:
Locate the six-dotted icon attached to each category.
Hold and drag the icon up or down the list to rearrange the order of the categories.
Example: Move Child Information above Parent Information for logical sequencing.
2. Edit and Customize Category Fieldes
How to Change the Main Title:
Click on the category title to open the editing column on the left.
In the column, locate the Title Field, where you can input a new name for the category.
Adjust the name to reflect its purpose more accurately.
Toggle Fields as Required:
Below the Title Field, you’ll see a list of all subfields under the category.
Use the toggles next to each subfield to specify whether it is required or optional.
Save changes
Customizing Fields for Programs
Once you prompt the screen to change the Program Title and Field Settings, navigate to the Programs Section.
Use the toggle next to each visible program to enable or disable selection.
The list of visible programs is determined by the location access of the staff member creating the form.
If a staff member is assigned to only two locations, only programs related to those two locations can be set up for the form.
Inactive and expired programs will not be visible.
Note: If the form is not published, other staff members with broader location access can update it to include more locations and programs.
Use the search bar to quickly find a specific location when managing a long list of programs
Additional Options for Programs Customization
Enable Multiple Program Selection:
Choose whether to allow parents to enroll a child in multiple programs by using the toggle.
When enabled, users can add another section to specify the information for a new program by clicking "Enroll into a New Program" on the form.
Enable Selecting Available Days:
Use the toggle to decide if parents can select specific attending days for the program(s).
Mark Required Fields:
Use the toggle to specify if any available fields should be mandatory.
Save or Cancel Changes:
Click Save to apply the changes.
Click Cancel to discard them.
Deleting a Category:
Click the Delete button at the end of the customization screen to remove the category and all its associated fields from the form.
Note: This action is permanent and will delete the entire category.
3. Edit Individual Fields
How to Highlight a Field:
Click on a specific field within a category to highlight it.
A pop-up menu will appear on the right side of the screen.
Delete a Field:
Use the delete option in the pop-up menu to remove the highlighted field.
Note: This action will only delete the selected field and will not affect other fields within the category.
Tips for Customizing Components
Logical Flow: Arrange categories and fields to create a natural progression for families filling out the form.
Clear Labels: Use intuitive category titles and field names to ensure clarity.
Mandatory Fields: Toggle only the most critical fields as required to balance thoroughness and ease of use.
Setting Up Your Form
To configure your form and finalize its settings, follow these steps:
Accessing the Form Settings Panel
Click "Form Setup":
Located at the top-right of the builder screen.
This opens the Form Settings Panel, where you can input essential form details.
1. Form Details
1. Title
What It Is:
The name of your form, visible to users completing it.
How to Use It:
Choose a clear, descriptive title that reflects the purpose of the form.
Example: "Preschool Enrollment Application 2024.
2. Description
What It Is:
A brief overview of the form's purpose, displayed to families before they start filling it out.
How to Use It:
Include important details, such as what the form covers and any deadlines.
Example: "Complete this form to register your child for the upcoming preschool program. Submissions close on March 1, 2024."
3. List
What It Is:
A predefined category or group for organizing inquiries submitted through the form.
How to Use It:
Assign submissions to a specific list for better tracking.
Example: Use lists like "Toddler Program Applications" or "Preschool Interest Waitlist."
2. Form Location
What It Is:
Specifies where the form will be applicable across the company’s locations.
How to Use It:
Select one or multiple locations where the form should be available.
This helps ensure the form is shared only in relevant regions or branches.
Example: A form for "Downtown Preschool" should not be available at other branches.
3. Supported Languages
What It Is:
A dropdown to select the languages in which the form will be displayed.
How to Use It:
Enable multiple languages if your center serves diverse families.
Example: Offer the form in English, Spanish, and French for inclusivity.
4. Form Availability
Start and End Date
What It Is:
Defines the period during which the form will be accessible to families.
How to Use It:
Start Date: Set when the form becomes active for submissions.
End Date: Choose when the form will no longer be available. Leaving the end date blank keeps the form open indefinitely.
Example:
Start Date: January 26, 2025
End Date: March 1, 2025
Use this for time-sensitive programs like summer camps or special enrollment periods.
5. Enable Payment Method Option During Submission
What It Does
This option allows families to record a payment method (e.g., credit card or bank account) during the form submission process.
Purpose: The recorded payment method will be securely saved on the platform for future billing purposes, such as automatic charges for tuition or program fees.
Important Note: This feature does not involve making a payment during form submission.
How to Use It
Toggle this option on in the Form Setup panel.
Ensure the selected location(s) for the form have Parent Pay activated.
Parent Pay
What It Is: A feature that enables families to securely save and manage their payment methods and pay their invoices on the platform.
Availability: Only locations with Parent Pay activated can enable this option.
Example Use
During form submission, a parent can save their preferred payment method for future invoices, making billing more convenient and streamlined.
6. Add a "Thank You" Message
What It Does
Displays a customized message to families upon successful form submission.
How to Use It
Enter your message in the Thank You Message field.
Use this space to reassure families and provide next steps.
Example Message
"Thank you for submitting your enrollment form! We’ve received your information and will contact you within 3 business days."
Why It’s Important
Adds a professional and personal touch to the enrollment process.
Ensures families know their submission was successful and sets expectations for follow-up.
Preview ,Save, and Publish Your Form
Preview the Customized form:
What It Does
Lets you view your form as families will see it.
How to Use It
Click the Preview button at the top of the screen, next to "Form Setup."
Review the design, required fields, and flow of the form to ensure everything is accurate.
Why Previewing Matters
Helps identify any errors or missing fields before publishing.
Ensures the form is user-friendly and professional.
Save or Publish Your Form
Once you’ve completed setting up your form, you can choose to Save or Publish it using the respective buttons located at the top-right corner of the Form Builder.
Save the Form
What It Does:
Saves your form as a draft for further editing.
Allows you to revisit and complete the setup before making the form live.
Where It Appears:
Saved forms will appear in the Form Builder list under the Draft status.
Publish the Form
What It Does:
Makes your form live and accessible for families to fill out.
Important Note:
The Publish button will only be available after fields and required settings are configured.
Ensure that form settings (e.g., title, language and availability) and fields are fully set up before publishing.
Where It Appears:
Published forms will appear in the Form Builder list under the Live status.
Overview of the Form Builder List
The Form Builder provides an organized interface to manage and customize registration forms. Upon accessing the builder, you’ll see a list of all created forms with the following details:
Information Provided for Created Forms on the List
Title of the Form:
Displays the name of the form for easy identification.
Created By:
Indicates the name of the staff member who created the form.
Payment Method:
Shows whether the form is linked to any payment methods.
Location:
Lists the location(s) where the form is used within the company.
Created Date:
The date when the form was created.
Submissions:
The number of inquiries submitted through the form.
Publication Info:
Shows the date and time when the form was published.
Status:
Indicates whether the form is in Draft or Live status.
View the Waitlist Button
What It Does
Allows you to see how the form’s submissions are reflected in the waitlist.
Opens a filtered view displaying only enrollment data submitted through the selected form.
Key Points
Filtered View:
The button redirects to the main Waitlist page, but it only shows results linked to the selected form.
This helps isolate and manage submissions from specific forms.
No Matching Results:
If no submissions have been made through the selected form, the waitlist will display:
"No matching results shown."
How to Manage and Search Existing Forms
Managing and searching forms in the Form Builder Tool is simple and efficient. Here’s how to locate and update your forms.
Search Forms
How It Works:
Use the search bar located at the top of the form list.
Enter a form title or name to quickly locate the specific form you’re looking for.
Manage Forms
To Manage and make changes to an existing form, follow these steps:
Step 1: Access the List of Forms
Head to the Form Builder tool and access the list of created forms.
Step 2: Select the Form to Edit
Identify the form you want to edit and click the three dots at the far-right of the form’s row to reveal the editing options.
Available Options
1. Preview
What It Does:
Allows you to view the form as families will see it.
Purpose:
Ensures the layout, fields, and design are correct before making the form live or sharing it publicly.
2. Edit the Form
What It Does:
Opens the drag-and-drop builder platform, enabling you to modify fields, customize the design, and adjust form settings.
Purpose:
Provides flexibility to update the form based on changing requirements or to correct any errors.
3. Duplicate the Form
What It Does:
Opens the drag-and-drop builder platform to create a new form using the selected form as a template.
Tip:
After duplicating, you must add a new title, description, and list to differentiate the new form and make any necessary adjustments.
For a detailed explanation on how to edit or create a form in the Form Builder, refer to the Overview of the Form Builder section.
4. Copy the Link of the Form to Share
What It Does:
Generates a shareable link to the form.
Purpose:
Enables you to distribute the form via:
Email: Send directly to interested families.
Social Media: Post on platforms like Facebook or Instagram.
Website: Embed the link or add a button to your website for easy access.
5. Enable/Disable the Form
What It Does:
Toggles the form between active and inactive status.
Purpose:
Controls the form’s availability, ensuring it aligns with enrollment periods or specific campaigns.
6. Delete the Form
What It Does:
Permanently removes the form from the Form Builder list.
Purpose:
Prevents outdated or irrelevant forms from being accessed or shared.
Who Has Access to the Form Builder?
Access to the Form Builder depends on the user role and associated permissions within the organization. Since the Form Builder is a sub-tool of the Waitlist Tool, access requires at least View or Manage Waitlist permissions.
Access by Role
1. Company Owners
Access Level: Full access across all locations.
Details:
Company owners can view, create, and edit forms for any location without restrictions.
This ensures centralized control over registration forms across the organization.
2. Location Admins
Access Level: Full access for assigned locations.
Details:
Location admins can view, manage, and edit forms only for the locations they are assigned to.
This ensures that each location admin has control over forms relevant to their specific branch.
3. Staff
Access Requirements:
Staff must have at least View Waitlist permission to access the Form Builder.
Key Points:
The Form Builder is a sub-tool of the Waitlist Tool.
View Waitlist permission allows staff to:
Create new forms.
Edit existing forms.
Note: Even with "View Only" permissions for the Waitlist, staff can still manage and create forms.
Access Restrictions:
Staff are restricted to managing forms within their assigned location(s).
Why Permissions Matter
Data Security: Ensures only authorized personnel can modify or view sensitive forms.
Operational Efficiency: Limits access to relevant locations, reducing errors and improving accountability.
Role-Specific Control: Aligns access with user roles to ensure proper oversight and management.
📘 Unlock the Full Potential of Your Waitlist Management!
Are you ready to take your enrollment process to the next level? 🚀 Learn how to track inquiries, schedule activities, and seamlessly manage your waitlist—all in one place!
🔍 What You’ll Discover:
✅ Step-by-step guidance on adding, organizing, and managing waitlist entries.
📅 Pro tips for scheduling & tracking key activities like tours, follow-up calls, and parent meetings.
🎯 Strategies to prioritize & convert inquiries into confirmed enrollments effortlessly.
💡 Don’t let opportunities slip away! Optimize your waitlist process and start enrolling with confidence.