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Customizable Registration Forms

Customizable Registration Forms

Famly supports building custom Interest, Registration and Enrollment forms. Drag and drop fields, attach documents, require parent e-signature and more.

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Written by Josie
Updated over 3 weeks ago

Registration Forms

Create customizable registration forms to save time, remove manual data entry, and get the right info, with the right guidance, at the right point in the registration process. Parents can fill in forms with the info directly saved to the child, child contact, and registration info visible in Lead Management. When a child is enrolled at a center, all of this info remains as a basis for their profile in Famly.

Custom Registration Forms are available for customers on Essentials and Premium packages to use. If you're not sure what package you're on, don't hesitate to get in touch with our support team at support@famly.co.

To access your Custom Registration Forms:

  • Click on the Attendance icon

  • Navigate to Registration

  • Select Forms from the drop-down list

You will see the forms overview, where you can create new forms and manage your existing forms.

Permissions

There are several permission options for customizable registration forms that can be enabled for users and roles in Settings → Staff → Manage roles and permissions.

  • View available custom registration forms: can access the Forms overview page, see the names of unique forms created and copy the URL link for each

  • Add and edit custom registration forms: can create new forms, edit forms, and duplicate forms

  • Manage custom registration forms: Can share forms with other sites that the user has access to, manage settings for the form (e.g. notifications, success message), publish and unpublish the form, and delete the form

Users can have all three permissions for a single site but as soon as a form is shared with a site that they do not have access to, they will no longer have edit or manage permissions for that form.

All forms in the organisation can be viewed by selecting the organisation from the location selector at the top of the page. The sites that the form is shared with are shown for each. The responses for each form are listed in the CSV. If the form was shared with 100 sites, all responses across 100 sites to that form template will be available to view—as well as on each of the child profiles under the registration tab.

Form Builder

How to Create a Form

  1. Click the New form button.

  2. Choose a form type: Interest Form, Registration Form, or Enrollment Package. Each can be customized to suit your needs.

  3. Drag and drop fields from the left column into the right column to build your form. The highlighted purple drop zones show where fields can be placed.

  4. Rearrange fields and sections by selecting and holding the double ellipses, then dragging them to the correct spot.

  5. Click Save to apply any changes, and select View Form to preview how it will look to form submitters.

💡 Tip: Clicking Manage at the top lets you edit the form title, copy the form link, publish/unpublish the form, and get notified of new responses. You can also add a custom success message for form submitters.

Profile vs. Custom Sections and Fields

Forms are divided into sections, and both sections and fields can be either Profile or Custom.

  • Profile Fields: These match fields on a child's profile or waitlist. When a form is submitted, the information is automatically added to the corresponding profile field. Profile fields can only be placed in specific profile sections.

  • Custom Fields: These provide more flexibility, allowing you to collect additional details that don’t link to a child’s profile. Responses to these fields are only available in the submitted form under Responses or in the child’s profile (About > Registration & Classroom move) section. Custom fields can be placed in both custom and profile sections and can be used multiple times.

Field Types

  • Form Text: Add instructions or context for parents, like an introduction or expected response time.

  • Accept Documents: Allows parents to upload files, such as scanned PDFs, as part of their submission. Any documents added will be appended to the form entry and available from the registration section of the child profile.

  • Terms and Conditions can be used to write specific center or form terms for parents to agree to. When adding this section, form submitters must tick a checkbox that says they agree to the terms. They are also asked to input a digital signature, confirming the authenticity of the information submitted

  • Digital Signature: Can be added even without terms and conditions. Includes a timestamp to verify submission details, providing a liable agreement that can be referred back to if there was any issue or disagreement in the future.

  • Registration Fields: Additional options for collecting details beyond standard waitlist fields. You can also attach downloadable documents, such as policy documents or forms that need to be filled out.

Customize your Form

  • Edit section names by clicking the ellipsis on the right (e.g., change “Child” to “Your Child’s Information”).

  • Add descriptions to fields and sections to guide parents in filling out the form correctly.

  • Delete sections if they contain no required fields (marked with a red asterisk).

☝️Note: Deletion of sections or fields is only possible if none of the fields in the section are required, as indicated by the red asterisk next to the field name.

Form Management

Once your form has been created, you'll be able to access it via your Forms management page. This page shows all the forms created, the links needed to direct families to use them, and options to see responses and update the form and settings.

The forms are hosted on Famly servers and are publicly available if published. Click Copy link to save the URL to your clipboard and use this link on your website, in emails and on social media to direct families to your registration process. Each form entry creates a child waitlist profile for the specific site that the form has been created or shared from.

Clicking Options provides the ability to:

  1. Open form - see it as form submitters do when clicking on the link

  2. Manage - edit the form name and success message

  3. Edit - open the form manager to change the contents and information requested in the form

  4. Duplicate - create a copy of the form

  5. Sites - share the form with other sites in the organisation. Sites available to share the form with are based on permissions for the user profile accessing this feature. If the form is shared with sites that a user does not have permission to, then the site sharing and management features are only available to users with permission to all sites that the form is shared with. All shared sites can be viewed

  6. Unpublish - unpublishing the form disables the URL to the form to stop any form submissions. Forms can be published once again.

  7. Delete - you can delete the form from the form manager. Please note that all responses to the form will still be listed on each individual waitlist profile (under the “registration” tab) regardless of the form being deleted. Once deleted, the form URL will no longer work, the response CSV will not be accessible and the form cannot be “un-deleted”. If you would like to keep historical access to forms, unpublish them.

Access form responses

By clicking the responses you'll be able to download a CSV file of all responses to the form in the order of how the fields are listed in the form. You can choose a date range for this in the pop-up. Any updates/edits to the form are listed in the form version number.

Organizations

If you are an ogranization and have multiple centers, all forms in the organization can be viewed by selecting the organization from the location selector at the top of the page. The sites that the form is shared with are shown for each. The responses for each form are listed in the CSV. If the form was shared with 100 sites, all responses across 100 sites to that form template will be available to view—as well as on each child profile under the registration tab.

Form Submission

When form submitters complete their entry they are given a confirmation, including the form success message. They can print/save a copy of the form. This info is always appended to the form submission, with all supplied information and agreements accepted.

Waitlist Profiles

All of the information submitted via the forms is submitted to the relevant waitlist profiles. Under the Registration section, all forms submitted are listed under Registration forms and can be reviewed individually by selecting See responses.

In the activity feed, the status is updated with the form type filled out.

Specific forms can be sent as follow-up tasks for specific children. Clicking Send form leads to a selection of the follow-up form type and a selection of the child’s contact that should receive the email to fill out the information.

All information updated in the subsequent forms will overwrite the existing info, allowing the waitlist info to be refreshed and up to date between the various touchpoints from first interest to final info before enrollment.

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