Online Forms in SchoolAdmin allow you to easily collect information from your applying/enrolling families or internal notes from your team - no paper needed!
In this article, you can learn about the different types of online forms that exist in SchoolAdmin, and the different states for creating, editing, and publishing them.
How-To: Understand Different Form Types
All online forms can be found within Settings-->Forms. Admissions Forms aren't term-based, however, Contract Forms and Custom Enrollment Forms are. You can use the terms picker at the top of the page to select the desired term/school year to view or edit.
See below for descriptions of each form type. Please note: Your list of online form types may differ from this depending on which modules you have purchased.
Inquiry Forms – The form a family fills out to inquire about your school.
Application Forms – The form a family fills out to apply to your school.
Custom Admission Forms – Any form other than the application that a family would fill out during the application process. Some examples include student essay questions, a personal statement form, and/or event signup forms.
Custom Appointment Forms - Special type of form that can be linked to calendars to collect additional information at the time of event registration.
Teacher Recommendation Forms – Forms parents can send electronically to teachers to receive recommendations. These can be subject-area specific or general.
Recommendation Customization – This page allows you to customize the decline reasons for teacher recommendation forms.
Checklist Item Request Forms - Forms parents can send electronically to receive school transcripts, records, or other documents. Commonly known as Document Request Forms.
Contract Forms – The form used after a family accepts an offer to your school and decides to enroll. This typically contains a student's tuition, fees, and payment plan options. Contract Forms are term-based, so make sure you select the desired term you'd like to view/edit from the drop down menu.
Custom Enrollment Forms – Any form other than the enrollment contract/registration form that a family would fill out during the enrollment process. Some examples include emergency contact forms, health forms, and/or transportation forms. Custom Enrollment Forms are term-based, so make sure you select the desired term you'd like to view/edit from the drop down menu.
How-To: Understand Different Form States
When you click into a specific form within Settings-->Forms, you will see up to 3 different form states/sections as explained below.
- Draft (see screenshot above): A non-published, editable version of the form. Drafts are not visible to your applying or enrolling families. To edit, you'll click on the 'edit form' button for basic text edits. From there, you can access the advanced editor in the upper right of the form.
- Active (see screenshot above): The current published version of the form. This is the version of the form visible to families, if it's parent-facing and/or to your admins/users on the checklist. Important Note: Only one version of any form can be active at a time.
- Retired (see screenshot below): This is a previously published version of the form that has been retired in favor of a new version. Retired versions of forms are no longer visible to your applying or enrolling families. A history of all prior versions of your published forms will be maintained. Retired forms will be collapsed by default. Click on the text to expand and display all retired versions of the form.
- State: This includes draft, active, and retired as explained above. Please note, some actions are only available in certain form states.
- Created At: This is the date and time that the form was created, displayed in your school's local timezone.
- Published At: For active or retired forms only, this is the date and time the form was published, displayed in your school's local timezone. For Draft forms, this column will be blank, since they have not yet been published.
- Last Edited By: This displays the name of the Admin or Finalsite EMS employee that last edited the form and saved their changes.
- Actions: Click on the 'Select' drop down to view or make changes to your form. Important Note: Available actions vary by form state. Actions include:
- Publish (Make Active): This will publish the form as 'Active' and make it visible to families. This action retires the previously active version of the form. Custom forms must be attached to the checklist in order to be visible in the Parent Portal.
- Go to Advanced Form Editor: This option will open the advanced form editor, which allows you to make changes to field dependencies, adding/removing questions, etc. Click here to learn more.
- Delete: This will permanently delete the draft version of the form. This action will not display for active or retired forms. Deleted drafts cannot be recovered.
Clone: This action creates a copy of the form in a draft state so you can edit and/or publish it. A best practice is to clone the active form, so that you are editing the most recent version.
Export: This action will export the form to .CSV
Preview: This action will allow you to preview the form including any hidden or internal fields on the form that are not parent facing. This view may include a waiver code field for example.
- Preview (Admin View): This action will allow you to preview the form as a family would see it in the Parent Portal. This is the best way to test the changes made to the form.
- Form Comment: This is where you can leave a note about the form version. This is useful for tracking changes made as you publish new versions of the form. Type any text into the box and click the 'Save' button to save your comment.
Basic Form Editor
For each text area that you edit within the Basic Form Editor, you will need to click the 'Save' button to set your changes. Please note, once you're done making all individual edits, you will not need to save the page as a whole before previewing and publishing. The Basic Form Editor only requires you to save each text area that you update.
Advanced Form Editor
When working in the Advanced Form Editor, you will need to save the page as a whole via the 'Save' button at the top or bottom of the form, instead of having the option to save each content area you add/remove/update, which is the case in the Basic Form Editor.