Questions let you collect information from families during registration to better organize the registration process. Questions live inside question groups, and a group can be built directly on one registration, or built on its own and reused later.
There are three layers:
Questions: A single prompt with a Category of Yes or No, Multiple Choice, or Free Answer.
Question Groups: A named set of questions. Groups are what you attach to a registration, and groups carry the After Registration setting and the Options they apply to.
Question Library: Groups saved at the school level so you can add the same set to many registrations without rebuilding it. A group added from the library keeps its After Registration setting in sync with the library copy.
Each question group also controls what happens to the answers after a family finishes registering. You can configure whether parents can go back and fill in blanks, change what they submitted, or see nothing at all.
Note: This article covers questions on student registrations. Stores, tickets, camps, and officials have their own question setup with different options.
Add a Question Group to a Registration
In your school dashboard, go to Students.
Go to Registration -> Setups and open the registration you want to add questions to.
Click the Questions tab.
Click Manage Question Groups in the top right, then click Add Question Group.
Set the Status to Active so the group shows during registration, or Inactive to hold it back without deleting it.
Enter a Position. This controls the order groups appear in when a registration has more than one.
Enter a Title. This is the heading families see above the questions.
Choose an After Registration setting. The Control Answers After Registration section below explains what each one does.
Under Options, check the registration options this group applies to.
A group checked for only HS Registration will not appear for families choosing MS Registration.
Click Save Question Group.
The Questions tab now lists the group with its Options and its After Registration badge.
Add Questions to a Group
On the Questions tab, click the list icon on the group's row.
Click Add Question in the top right.
Set the Status and the Position of the question within the group.
Choose a Category:
Yes or No: Families pick one of two answers.
Multiple Choice: A Choices section appears below the form. Add one row per answer families can pick.
Free Answer: Families type their own response.
Enter the Question text.
Enter Help Text if families need context. It displays directly below the question.
Turn on Require if families must answer before they can continue.
Click Save Question.
Repeat for each question. Use the edit icon on any row to change a question later.
Note: Question groups created while in the Group Library cannot be edited while in an activity. If you try to edit one, the options will be greyed out:
Build a Question Library
Build a group in the library when more than one registration needs the same questions, like a health questionnaire that goes on every sport.
Go to Registration -> Questions. This page is the library, separate from any single registration.
Click Manage Question Groups, then click Add Question Group.
Fill in Status, School Year, Position, and Title.
Choose an After Registration setting, and set Access closes on if you want one.
Click Save Question Group, then add questions to it the same way you would on a registration.
Note: Library groups do not have an Options field. You choose which registration options a group applies to when you add it to a registration.
Add a Library Group to a Registration
Go to Registration -> Setups.
Open the registration and click the Questions tab.
Click Manage Question Groups, then click Add Question Group from Library.
Pick the group you want.
On the registration, a library group's After Registration setting is read only. A lock will display, with a message that the setting comes from the question library.
Use the Edit the library group link to change it in one place for every registration using that group.
Control Answers After Registration
Every question group has an After Registration setting that decides what a parent can do with the answers once their registration is complete.
Locked after registration: Parents cannot view or change these answers once their registration is complete.
Allow unanswered questions to be completed: Parents may fill in blanks. Answers they already gave stay read-only.
Allow all answers to be edited: Parents may add new answers and change existing ones.
The After Registration column on the Questions tab shows which one is active: LOCKED, BLANKS ONLY, or ALL EDITABLE.
Use Allow unanswered questions to be completed when you add a new question group to a registration families have already finished. Families can answer the new questions without being able to revise what they already submitted.
To change the setting:
Open the group's edit page, either on the registration or in the library.
Choose the After Registration option you want.
Click Save Question Group.
Note: Saving a library group applies the setting to every registration already using that group. Change it in the library only when you want the change everywhere.
Set a Close Date
When a library group uses either of the two open settings, an Access closes on date field appears below them. After that date, parents can no longer answer or edit the group's questions.
Leave Access closes on empty to keep access open indefinitely. The date is evaluated in your school's timezone.
Where Parents Answer
Parents reach open questions through their student, not through a new registration:
From the family dashboard, they open the student's profile, then find their school.
On the student's page they click the Registrations tab.
A question mark button appears next to any registration that has a group open for answers. Clicking it opens a Questions window listing each group.
They answer or edit, then click Save Answers for that group.
Registrations whose groups are all locked show no button, so parents only see the ones you have opened.
Get Notified When Answers Change
Staff are not notified by default. Add the people who need to know:
Go to Registration -> Settings, and click General Settings.
Find Registration Answer Notifications.
Enter an email address and click Add. Repeat for each person.
Click Save Settings.
The addresses added here are emailed every time a parent submits or updates answers on a completed registration. That covers the first time a student answers a newly added question group, so the registration can be approved, and a change to a previously submitted answer, so clearance can be re-checked. The email says which of the two it was and links to the program's student list.
Note: One email is sent per section saved, not per question. A parent who answers three sections in a sitting sends three emails. Leave the list empty to send no notifications.
Review Answer Changes
Review recent activity including answered or changed questions.
Answer changes are logged for administrators. Parents do not see the log.
Go to Students -> Families and open the family.
Click Users in the sidebar to reach Users & Access.
Click Recent Activity in the top right.
Check Include registration answer changes.
