The Registration Form feature is a powerful tool that allows you to build custom forms for your staff or others to submit information for review. Examples of forms that can be built include program registration forms, intake forms, housing surveys, and more.
Click on the Settings tab in your lefthand navigation menu to begin.
Locate and select the Registration Forms option from the settings menu.
Any existing Registration forms are listed in the table.
There are three distinct components of the Out-of-School Time registration form feature:
1. The Registration Landing Page is a shared web page on which enabled registration forms can be made accessible to the public. You will upload a logo and other messages.
2. Form Information (gear icon): this section is where the form is named along with its open/close dates. Enrollment options (which school/sites or sessions) and various authorizations the submitter must review are also set up here.
3. Form Layout (pencil icon): This section is where the form is built by deciding which data fields will be on it and in which order.
A form can be deleted if no one has submitted a response to the form. Use the trash can icon to do this.
1: Registration Landing Page
The Registration Landing Page must be set up for any registration forms to be made accessible to the public.
Click the Edit Registration Landing Page button.
This opens the Registration Landing Page modal.
To create the Registration Landing Page where your registration forms can be found and submitted, follow these steps:
- This will be the link you share with others to access the Registration forms you set up. You can easily copy the URL by clicking the paper sheets icon. The system automatically generates this link, and it cannot be changed.
- Your landing page can feature the logo of your organization/district. You can drag a logo into the dashed line box or click the "click to upload image" link to open a dialogue box where you can browse to your desired logo. The file can not exceed 400 x 400 pixels and can not be larger than 200 KB.
- Enter the heading for your landing page. Something like "Program/District Name Forms Page" is typically used.
- Write overall instructions for users so they know how to use the registration forms. These instructions could explain which form to use for which program when deadlines are, etc. You can come back to this section to edit the instructions after the other parts of the form setup are completed. As indicated by the red asterisk, this is a required field, so enter something now as a placeholder.
- In Step 2 of the form set-up process, a submission deadline date will be created for each form. After that date, a message will appear—that message is entered in this Registration closed message field.
Here is an example of a completed Registration Landing Page setup screen:
Here is an example of the public view of a Registration Landing Page with one registration form available.
2: Form Information
To create a new registration form, follow the instructions in this document.
Click Add Registration Form + on the Registration Form Setup page
Creating a registration form has three steps:
1. Registration Information
Select the Registration Period for this form. Once approved, submitted registration forms will be placed on the Participant list for the selected Registration Period.
Name the form and select the Registration open date and Registration close date; these are the dates when the form will be visible on the Registration Landing Page.
All of these fields are required, as indicated by the red asterisks.
Add a Pre-registration message that provides some instructions at the beginning of the application process.
Add a Post-submission message as desired. This will appear on the screen after a form has been submitted.
By default, the Predefined post-submission message appears at the start of the message. Therefore, you do not need to add "thank you for registering..." to your post-submission message text.
Before submitting a form online, a signature is required to agree to authorizations. These authorizations are configured in a later step. Using the checkboxes, select whether you want the submitter to sign their name on their device screen or type their name. You can select both to indicate that either option is acceptable when submitting the form.
Click Next Step.
2. Enrollment Options
Determine if you want this registration form to apply by Site or Session.
By Site: Submitting a form will be for programs at the site(s) selected
Select the appropriate site or sites to which the registration form applies.
If your program offers services at multiple sites and they use the same registration form, select each site using this form. A registration form "Apply" button will appear for each site selected. If the form is different for different sites, you will need to make different registration forms for each site.
By Session: Submitting a form will be for one or more scheduled activity sessions at one or more sites.
Use the Session(s) field to drill down into the site or sites where the session or sessions are located for which this form applies.
When the correct site(s) or session(s) has been marked, click Next Step.
3. Authorizations
Authorizations are the statements that those submitting a form agree to, such as consent to allow photographs.
To add an Authorization, click + Add another authorization.
Label the authorization with a name that summarizes the Authorization. Next, add the authorization text into the Authorization text field. Lastly, select whether the authorization is required or not.
Then click Save Registration Form to save the form and have it appear on the Registration Landing Page.
3: Form Layout
What data do you wish to collect from each applicant? This section's instructions will describe how to modify the form to meet your needs,
To start, click the pencil icon in the row corresponding to the registration form you wish to design.
There are four sections of data fields that can be modified: Personal Information, Address, School Information, and Relationships.
System default fields for each section are displayed below the list of sections. These fields can have their order changed, renamed, marked as required, conditionally hidden from view, and/or removed.
Using the drag handle icon below, drag the fields into the desired order on the registration form. For example, you could drag the last name before the first name.
The field will turn transparent, and you can then drag and drop it in the desired location, which will be highlighted in a light blue dashed line.
Use the gear icon to open a modal displaying various options for each field.
The Field identifier field is the system name for the data field. If you would like to change that name on your form to something else, you can do that in the Label field.
Next, decide if the field should be required for this registration form. Click the Required Field toggle to adjust its position. The toggle will turn green if the field is required before the form can be submitted.
When do you want the field to show? The options for the Visibility field are "Always" and "Depends on."
If the field should always show on a form, choose Always Show.
If the field should only show on this registration form when a previous field's data is a certain value, choose Depends On.
Then, using the Show this field when dropdown, choose the field the visibility depends on.
These "dependent" fields must be Pick List / Dropdown type fields that appear before this field in this section.
Use the drag handle icon demonstrated above to move dependent fields above the field on which you want to base visibility. If there are no such fields, "No available options" will appear in the Show this field when dropdown.
Then, choose the field value in the Has value of a dropdown menu. In this example, the field in question would only show if the "Adult" field is marked "No."
The options in the dropdown menus for Show this field when and Has a value of will vary based on the field selected and your settings.
This feature is most commonly used for data fields that may have an "Other" value option. If the "Other" value in the dependent field is selected, this "depends on" field will appear.
When you have completed setting up the field with its correct label, required status, and visibility, click the Done button. The field will be inserted at the bottom of the form. You can then use the drag handle icon to move it to the desired place on the registration form.
Registration forms can be modified with other elements and custom fields in addition to modifying the default fields as described above.
Adding an element
A list of available elements is visible on the right side of the Edit Registration Form screen.
Clicking on any of these elements will open a modal. Additional details about some of the elements can be added here.
Heading 1 & Heading 2
Clicking Heading 1 or Heading 2 opens a modal window where you can type in a custom heading. Heading 1 is a larger font while Heading 2 is a slightly smaller heading font. These headings can be dragged to different parts of this section.
Click Done when completed.
The Heading 1 text you entered will be inserted into the form at the bottom.
Use the drag handle icon to move the heading text to where you want it on the form.
Paragraph
The paragraph element allows you to enter a text block of up to 2000 characters.
Clicking the Paragraph option opens a modal window. In the space provided, enter the text you would like to appear on the form.
Click Done when completed. The text will be inserted into the form at the bottom.
Use the drag handle icon to move the paragraph text to where you want it on the form.
Horizontal Line
The Horizontal Line element simply inserts a horizontal line into the form, which is useful for dividing up sections for better readability.
Clicking the Horizontal Line option opens a modal window.
Click Done to insert the horizontal line into the form at the bottom.
Use the drag handle icon to move the horizontal line to where you want it on the form.
File Attachment
The File Attachment element prompts the applicant to upload a file to the system when submitting the registration form.
Clicking the File Attachment element at the right will open a modal window. In the window, enter information about the file the submitter should upload.
Click Done to insert the prompt and space for the file upload into the form at the bottom.
Use the drag handle icon to move the prompt to where you want it on the form.
You can use the gear icon to change the prompt text or the trash can icon to remove the upload prompt from the form.
The system describes the allowable file types and sizes with a tooltip when the submitter hovers over the upload instructions: "Drag and drop file attachment or Click to upload attachment".
Adding Custom Fields
To add non-default data fields to the registration form, they must be created first in the Custom Fields area of the system. To learn how to create custom fields, please see this article.
After creating the custom field, it is displayed in the Add Field section on the right side of the screen.
For a custom field to appear here, it must be created in the Participant area for custom fields under the corresponding section. For example, this screen shows the custom fields for the Personal Information section. The "Does student have any prior experience with robotics?" and "Years Robotics Experience" custom fields were created in the Participant area of the custom fields menu under the Personal Information section.
Any fields that were previously removed from the form are still available in this section. In the example below, the State Participant ID field is listed.
Similar to editing Default Fields as described above, clicking the field name opens a modal window where you can modify the field information and visibility.
Next, decide if the field should be required for this registration form. Click the Required Field toggle to adjust its position. The toggle will turn green if the field is required before the form can be submitted.
When do you want the field to show? The options for the Visibility field are "Always" and "Depends on."
If the field should always show on a form, choose Always Show.
If the field should only show on this registration form when a previous field's data is a certain value, choose Depends On.
Then, using the Show this field when dropdown, choose the field the visibility depends on.
These "dependent" fields must be Pick List / Dropdown type fields that appear before this field in this section.
Use the drag handle icon demonstrated above to move dependent fields above the field on which you want to base visibility. If there are no such fields, "No available options" will appear in the Show this field when dropdown.
Then, choose the field value in the Has value of a dropdown menu. In this example, the field in question would only show if the "Adult" field is marked "No."
The options in the dropdown menus for Show this field when and Has a value of will vary based on the field selected and your settings.
When you have completed setting up the field with its correct label, required status, and visibility, click the Done button. The field will be inserted at the bottom of the form. You can then use the drag handle icon to move it to the desired place on the registration form.
This feature is most commonly used for data fields that may have an "Other" value option. If the "Other" value in the dependent field is selected, this "depends on" field will appear.
Final Tips
Use the gear icon to change the field's settings or remove it from the form.
Confirm the removals on the next Are you sure? screen with Yes, delete. If the field has already been used on any submitted application, it cannot be removed from the
form; this will be indicated by a grey-colored "Remove...." text and a grey-colored trash can icon.
It is recommended to save your work often, especially for complex registration forms using the Save Changes button at the top of the screen.
You can use the Preview button to get an idea of what the form will look like at any time. Note that this preview does not exactly resemble the online form. For example, the "Depends on" visibility will not work in the preview mode. To view your form as the public will see it, open another browser window and paste it into the Registration Landing Page link as described at the beginning of this article.