One of the central components of your online registration process is the set of online registration forms, where parents enter information instead of turning in hand-filled documents. Each form includes customizable fields to collect information required by your school. Forms can only exist if a collector has already been set up. For more information on creating collectors, please refer to the following article.
In order to complete the steps below, you will need the “Setup” permission for online registration, which can be toggled under admin settings.
This article will cover the following topics:
Edit existing forms
SchoolInsight, by default, provides 3 forms for online registration:
To view forms within the registration process:
- Go to Main > Online Registration > Configure Registration Collectors
- Expand Details on desired collector
As illustrated below, hover over a form to view or edit it. Select the document icon to preview a form. Selectthe vertical dots to edit the form’s position or assign a digital signature.
Student information form
The student information form is where student data is entered in, and comes pre-populated with four fields. Out of those four, Is this student going to be enrolled in this school for the upcoming academic year? is the only field that cannot be changed. The physical address field asks parents to upload a proof of residency in addition to entering or verifying their address. Read more about student proof of residency in the file uploads section. The remaining fields can be edited or removed.
Parent/Guardians form
The Parent/Guardians form is where information on primary contacts is added. This form has two editable fields for admins: a header that can be updated or removed, and a setting Allow parent/guardian information to be updated, which determines if the information is imported on the student contacts page.
Emergency Contacts form
The Emergency contacts form is where the parents put information about emergency contacts. This form has two editable fields for admins: a header that can be updated or removed, and a setting, Allow contact information to be updated, which determines if the information is imported on the student contacts page.
Fees
The fees form allows parents to view and/or pay fees. This form is available when viewing fees is enabled in online registration options. This form cannot be edited. For more information on creating fees and adding them to a registration collector, please refer to the following article.
Create new forms
You can create additional forms in the online registration process. Added forms help compartmentalize information collected from parents.
To create a new form:
- Go to Main > Online Registration > Configure Online Registration Collectors
- Expand Details (select the “+” icon) on desired collector
- Create
- Select which Student Types can view this form
- Both - returning and new students will see this form
- New - only new students will see this form
- Returning - only returning students will see this form
- Enter a Title
- Choose which Grade Levels will see this step
- Check Digital Signature if needed
- Sort where this form will appear on the online registration process
- Save
Manage form fields
To complete setting up a form you need to finalize its fields. Add new fields as needed, using any of the various field types. You can also rearrange the fields to provide an easy to follow format for parents.
Field types
Existing SchoolInsight Student Field
This is the most common field type. It allows you to add built in fields and custom student information fields to the selected form. The field's visibility can also be set so that it is displayed to parents with any existing data, appears blank regardless of if data has been entered previously, or will not appear at all if data already exists. This information can then be stored in the Student Single View and used in reports. In the screenshot below, the admin added a custom student field to store shirt size for various orders throughout the year that is set to always display with any existing data. For more information on creating a custom field, please refer to the following article.
File Uploads
Add an area where parents can upload files to the school. This allows you to upload a file for parents to download (optionally), and the parent can print, sign, scan, and then upload the file back to SchoolInsight. Parents can upload multiple files at once (max 100MB). Alternatively, if you just want parents to upload files, such as a proof of residency illustrated below, you can choose to not attach a file. In the sample below, there is no file to download, just a prompt for parents to upload proof of residency.
Parents can upload a file or check the option to bring a hard copy to the school office. If you want to provide instructions for parents on how to upload files, please refer them to this article.
Additionally, when setting up a file upload, you have the ability to select if the upload is for sensitive health information. When selected, only admins who have permissions to view health records can look at the uploaded file. The uploaded file can also be viewed from the health records module. In the example below, the school is requesting vaccine records, which have been flagged as sensitive health information.
Text Block
Add a text block that can be used for writing large paragraphs or detailed steps. When this field type is selected you will be able to use a rich text editor to format the information that you want parents to read. Such field types are useful for sharing disclosures or school policies with parents.
This is how parents/guardians will see this text block.
Header
Add a descriptor for a section of a form. We recommend using a few words to begin in headers to indicate the beginning of a new section of the form. Headers are embedded in a blue bar as illustrated below. In this sample, the default student information fields are separated from custom fields by a header.
Custom Online Registration Field
Add a special field for online registration purposes only. These fields are not saved to students’ information and can only be used on the registration details report. Like existing SchoolInsight fields, you can set the visibility of the data in the field. If you would like to create a custom field that will be saved in the students’ file, please refer to our article on creating custom student fields first, and add them as existing SchoolInsight fields instead.
An example of a good custom online registration field would be to add a date field to a form where parents can put in what day they entered the information for online registration.
Download Attachment
Upload files that can then be downloaded by the parent to keep in their records. When uploading the file, please click the gray text in the box. You can also drag files into the box to upload them. You can upload multiple files into the box for parents and guardians to download.
When uploading a file, make sure to give the file a clear name, as that's the name that will appear to anyone downloading the file. For example, if giving parents and guardians a technology policy file, name it “Technology-policy-2022.pdf”.
If you want to upload multiple files, just click the icon in the upper right corner or drag them into the designated area.
Add fields to a form
To add fields to a form:
- Go to Admin Main > Online Registration > Configure Online Registration Collectors
- Expand Details (select the “+” icon) on desired collector
- Expand Details (select the “+” icon) on desired form
- Click Create field
- Choose the field Type
- Fill the field details
- Choose which Grade Levels this field will appear for
- Check Required if parents have to provide a value for this field
- Sort where this field appears on the form
- Save
Rearrange fields on a form
You can also directly rearrange fields directly on the form page.
- Go to Admin Main > Online Registration > Configure Online Registration Collectors
- Expand Details (select the “+” icon) on desired collector
- Expand Details (select the “+” icon) on desired form
- Reorder
- Drag and drop fields to their desired position
- Save
Preview online registration forms
Once forms have been created, you can view how they would appear to parent/guardians by clicking the document icon:
Once you’ve selected that button, you will be brought to a new page where you can go through the online registration process with a blank student, an existing student, or a contact.
From this page, you have a couple of customization options. The first is the ability to choose if the blank student is new or returning, and the second is the ability to select what grade level the blank student is. Both of these options are helpful in allowing you to look at form questions only made available to certain groups, such as clubs that are only available to certain grades or up or looking at extra questions meant for new students only.