Application Forms

1. Under Enrollment management, select Admissions, then Admissions setup.

2. Choose Application Forms.

3. If this is your first application form, we recommend selecting the sample application form and then select Copy. You can then edit the copy to get started.

   Otherwise, select Add Application to start from scratch.

4. Under General, add the following details:

   1. Enter the name of the application form (e.g. Upper School Application Form).

   2. Mark the form as Active to enable others to use it.

   3. Determine when the form should be published for others to use.

   4. Select which Grade Levels candidates can apply to.

5. Through Confirmation Notification, you can additional details about the notifications that will be sent to candidates and their families who submit applications.

   1. Select Active to enable notifications.

   2. Enter the email address that candidates should contact if they want to send a Reply.

   3. Enter the email address that should appear in the From field.

   4. Enter Subject for the email.

   5. Enter the Body of the email. Use placeholders to create a mail merge to personalize the message for each recipient.

6. The Administrative Notification holds the information about the notifications that will be sent to admissions staff when candidates and their families submit applications.

   1. Select Active to enable notifications.

   2. Enter the email address that staff should contact if they want to send a Reply.

   3. Enter the email address that should appear in the From field.

   4. Enter Subject for the email.

   5. Enter the Body of the email. Use placeholders to create a mail merge message.

   6. Search for and choose Recipients.

7. Select Save & Close to end, Cancel to drop any work you've done so far, or Save & Edit Form to be taken to the form editor.

To create a form that is similar to an existing form, select Copy on the existing form row. By default, copies are inactive. The copy contains the same elements and blocks as the original, but you can make changes. The copy also includes the same due date, notification, confirmation, and admin notification settings.

The form editor displays when Save & Edit Form is selected after creating a new form from scratch or Edit is selected from the list. In addition, even after an application is submitted, you can continue to edit some aspects of the form. This is where you can customize the appearance and layout of the form including which blocks and elements to display as well as the style it should use.

• To change the Confirmation Notifications or Administrative Notifications, select Settings next to the form name. Adjust the notifications and Save your changes.

• To change the Payment or Confirmation sections on the form, select the form name. You can then update the sections, blocks, fields, and elements.Then select Preview Application to view the application form in a new browser window. Finally, Save your changes.

• Select Preview Application to view the application form in a new browser window.

If no recipients have used a form, you can delete it--even if it is active and published. To do so, select X.

To group related items together, select + Add Section and enter a name. For example, you may want a section for "profile information" and a different section for "activities." When a prospective family views the application form, the sections appear as tabs across the top of the form.

To rename a section, select Section Settings, enter your changes, and select Save. Typical sections include "Introduction," "Applicant," "Family," "School & Testing," "Parent Statement," "Student Statement," "Signature," "Payment," and "Confirmation."

• Confirmation section - Enter the text that should appear on the user's screen after the user submits the form. This can differ from the text in the confirmation notification that is sent by email.

• Payment section - To collect payment (such as for a field trip), edit the payment block in this section. To change the amount due, edit the Block Settings. This section is only visible to parent recipients when a payment gateway is selected and the application fee is greater than $0. By default, the fee is $0 and this section is not visible.

Don't see the payment section? Edit the Form Settings to indicate that the form includes a fee.

To reorder sections, drag and drop each section to its desired location.

If a section does not include blocks or elements. and a lock icon does not appear, you can remove the section. To do so select Section Settings and then select Delete.

Blocks contain the fields that prospective families need to complete. For example, the “Schools” block contains all of the fields that pertain to the candidate’s current and previous school information.

Admissions managers can choose to display multiple instances of a block within a section. For example, a school may want to display two “Sibling” blocks within the “Family” section. Prospective families can also use Add Another if they need additional blocks (for example, if a family needed three “Sibling” blocks). The same fields (and required fields) from the original block will appear in the additional blocks.

The following blocks support multiple entries by a prospective family: Competitors, Grandparent, Household, Referred By, Relative, Schools, Sibling, File Upload, and Testing.

• To add a block to a section, select on the name of the section to which the block should be added. From the left-hand column, drag and drop the appropriate block(s) into the section. Newly added blocks will appear at the bottom of the section; drag and drop the blocks into the appropriate location. Each block can only be used in one section. If the block has already been used, it will be grayed out in the left-hand column. Hover your cursor over the block name to see in which section the block is used.
  

• To reorder blocks in a section, select the name of the section in which the blocks should be moved. Drag and drop the blocks into the appropriate location.
  

• To remove blocks from a section, select the name of the section from which the blocks should be removed. Select either "Remove Block" or "Block Settings" (depending on the block). After selecting "Remove Block," select "Confirm." Or after selecting "Block Settings," select "Delete" and then "Confirm." 
  

• To show multiple instances of a block within a section, select the name of the section to which the blocks should be added. After the appropriate blocks have been added to the section, select "Block Settings" and select the number to show.
  

• To customize "Add Another" for a block, select the name of the section in which the block appears. Select "Block Settings" for the appropriate block and enter the block name. The block name (e.g. Household) will be appended to “Add Another” (e.g. Add Another Household).

Warning: You can add Blocks on the form in any order with the exception of the applicant block. This is the only one that should always come before the Household block.

Custom Candidate Fields and Conditional Logic

Schools can also utilize the Custom Candidate Field block for use on Application and Inquiry forms when editing the layout. You can also select which customized questions to include and where they should appear on both inquiry forms and application forms by going into the block settings. Better yet, this block can be added multiple times to the form layout and retains which fields have already been enabled on the other Custom Candidate Field blocks.

When using the Custom candidate block, conditional logic can be applied to a yes or no question for the end user. Select Edit block settings and then enable the Apply conditional logic option. A form field appears allowing you to enter in a custom question as well as the Conditional logic options for how the user responds. If the user selects Yes, selected custom candidate fields appear from the list. If the user selects No, the custom candidate fields are hidden.

Select Save to confirm your edits, Delete to remove them, or Cancel to back out completely without saving but keeping the block.

After a block has been added to a section, all of the available fields will display. For each field, admissions managers can:

• Choose to include the field on the form by selecting "Show" in the "Form Visibility" column. Select "Hide" if the field should not appear on the form. Certain fields (such as First Name and Last Name) are automatically included on the form and cannot be removed.
  

• Make the field required by selecting "Yes" in the "Required" column. Certain fields (such as First Name and Last Name) are automatically required.

  Note: A second set of parent fields can't be set as required. Only Hide or Display can be selected.
  

• Change the field label by entering custom text in the "Display As" column (e.g. change the Preferred Name field to Nickname).
  

• Reorder fields within a block by dragging and dropping the fields into the appropriate location.

Tip: Before an admission manager can add custom candidate fields to application forms, first create the fields in Enrollment management > Admissions > Admissions setup > Admissions Options. See Admission Options for more information.

Elements are the static items on the application form, such as the headers, instructional text, and banner images. Elements can be added between blocks or within blocks.

• To add an element to an application form, select the name of the section to which the element should be added. From the left-hand column, drag and drop the appropriate element(s) into the section/block. 
  

• To reorder elements, select the name of the section in which the elements should be moved. Drag and drop the elements into the appropriate location.
  

• To delete elements, select on the name of the section from which the elements should be removed. Select the red “x” for the appropriate element.