Do you need to ask for information based on a particular Program selection? You can easily create and add a Program Form to your Enroll Form and gather specific information for certain Programs. For example, if you have youth and adult programs, you can ask questions geared toward each program.
Important Information About Program Forms
Important Information About Program Forms
Program Form questions are attached to a specific Program, so they will be on that Enrollment Card (see example below).
Since Program Forms are set up on one or more Programs, they will have to be filled out every time someone is enrolled in that Program. They do not autofill.
If the Enrollment is archived, the Program Form questions will also be archived. If the Enrollment is deleted, the Program Form questions will also be deleted.
The default order of Program Forms when used in a Program are the order in which they were created in the Enroll Form editor. If you want to reorder them, change the internal name to have numbers starting with "01." For examples, "01 - Financial Aid," "02 - Desired Start Date," etc.
How to Create a Program Form
Customizing the Program Form is much the same as customizing the Enroll Form. Check out this support article, "How to customize the Enroll Form," for more information.
Follow these steps below to create a Program Form.
Step 1 - Program Selection Section
Go to My Company > Forms > Enroll Form. Scroll down to Program Selection.
Step 2 - Add Title
Click the plus sign and add your title.
Step 3 - Add New Field
After adding your title, go down and click the plus sign to add a new field:
Step 4 - Enter Label
Next, type in your label (see example below) and whether you want the field required:
Turn on any other settings at the bottom of the field. For more clarification on what the hide and not editable fields do, please see this article.
Specific Types of Program Forms
Specific Types of Program Forms
Office Use/Internal Form
To create an "office use only" Form, follow these steps:
Name Program Form - You can name your Program Form "Office Use Only" or "Internal Use."
Turn on Settings - Within the Enroll Form field settings are "Other Settings" at the very bottom of the field editor, where you can hide fields or make them not able to be edited. If only one option is selected at a time, this is what would happen:
Not Editable by Primary Account Holder - The Primary Account Holder does not fill in the field on the Enroll Form; it is hidden. The Account Holder cannot edit the field but can view that field on the Customer Portal. This setting is most beneficial for internal fields that Admin users fill out and need Account Holders to be able to view but not edit.
Hide in Customer Portal - Primary Account Holder completes the field on the Enroll Form but cannot view those responses in the Customer Portal.
Hide in Instructor Portal - Primary Account Holder completes the field on the Enroll Form, but the field cannot be viewed in the Instructor Portal (only by Admins).
Hide on Enroll Form - The Primary Account Holder does not fill in the fields on the Enroll Form but can edit the response.
Include in the Primary Account Holder Confirmation Email - This is the enrollment confirmation (welcome) email sent to the Primary Account Holder.
Include in New Enrollment Email for Admin - This is the email sent to one or more Admin Users after a person has enrolled.
One or all three of these settings can be turned on for any field, depending on what you want the Account Holder to be able to fill out, edit, and/or view.
Add Program Form to Program(s) - After you create the Program form, you will need to ADD THE FORM to the Program. Click here to learn how to do this.
Drop Off/Pick Up Times
To add drop-off and pick-up times to your Enroll Form, you can create a Program Form. Follow these steps to create this form.
Create a New Program Form - Create a name for your Program form by clicking on the blue "Add Program Form" button. Or, if you already have some Program Forms, click on the small blue plus button beside the first Program Form name. For example, if this is for Before/After School Programs, you may want to name it "After School" or just "Drop-off/Pick-up."
Create Fields - After creating the name, click the blue plus button in the box to create your first field. In the new window, choose the "Single Select" field element and enter the label (i.e., "Drop off time"). Click Add.
Edit Field Settings - Under Options, create your drop-off time options:
Click Save after entering the times. Repeat Steps 1 through 3 with the "Pick up time" field. After completing the second field, you're done! The following is what this field will look like at enrollment:
NOTE: For these fields to appear on the Enroll Form, you must attach the Program Form to the Program(s). See the steps below for how to add the form to one or more Programs.
Start Date Form
You may want to add a start date for your Customers to fill out with their desired start date. Enrollsy has an easy way to do this! Just follow these steps:
Program Selection - Click the plus sign and add your title.
Add New Field - After adding your title, go down and click the plus sign to add a new field:
Enter Label - Next, type in your label and click Date, i.e., "Desired Start Date." This is how it looks on your Enroll Form:
How to Add a Program Form to your Program(s)
Once you are finished creating your Program Form, it has to be attached to a specific Program(s) for it to show up on the Enroll Form. Here's how to attach the Program Form:
Head over to your Programs page.
If you need to add it to just one Program, go to your Program Setup Form (My Company > Programs > Pencil icon on the right side). If you need to add it to multiple Programs, select the Programs on the left, then click the bulk edit icon.
Click on the Enroll Form section, then select the down arrow under Additional Program Fields.
Select the name of your Program Form(s) to add it to the Program(s).
In the example below, we added our "Financial Aid Form" Program Form to the Program.
Add Program Form Fields to the Enrollment Confirmation Email
You can also add certain Program Form fields to show up on the enrollment confirmation email. These are found within EACH field setting under "Other Settings." You can include the field in the parent/Account Holder confirmation email or the admin confirmation email, or both.
NOTE: The field cannot be a Header or Formatted Content field. These fields DO NOT have the option to be included in the confirmation emails.
Where to View Completed Program Form Fields
All Program Form fields are attached to a specific Program(s), so they will show up under that Program enrollment. Here's how to view Program Form questions:
Search for the Enrollee or Account Holder's name in the search bar
Click on the Enrollee's name to see all enrollments that the Enrollee has (active and inactive).
The form fields or questions will be listed below the enrollment (see below).
Program Forms on E-signature Documents
Program Forms on E-signature Documents
If you want a Program Form to show up on an E-Signature Document, on the Setup, "Required at" has to be set at the Enrollment level (Per Enrollment). If the document is "Per Enrollee," then that means that data that is different per Enrollment shouldn't be included.
Where to View Completed Program Forms
So where do those fields show up in Enrollsy after they have been filled out? All Program Form fields are attached to a specific Program so they will show up under that Program enrollment.
Here's how to view Program Form questions:
Search for the Enrollee or Account Holder's name in the search bar
Click on the Enrollee's name to see all enrollments that the Enrollee has (active and inactive).
The form fields or questions will be listed below each enrollment (see below).
