Creating a Custom Enrolment Form

Modified on Wed, 6 Mar at 1:07 AM

This document will discuss how to add custom questions to the online enrolment form, so that it suits your business requirements specifically.

Please Note: To ensure your Custom Enrolment Form is the best it can be, please ensure you set aside a significant amount of time to complete this task properly.

TABLE OF CONTENTS

Permissions
Creating Custom Questions
Creating Billing Cycles
Adding a new Enrolment Form
Preview Form
Manage Pages
Adding a new Section to the Form
Adding a new Question to the Form
Conditional Fields
Where can I view this information in the KT accounts?

Permissions

Lead Management Main (Lead management dashboard widget and lead management screen)

Manage enrolment leads and make offers

Lead Management Settings (Lead management settings page)

Access to settings related to lead management features

Creating Custom Questions

You can create the Custom Questions prior to adding them into your Custom Enrolment Form, or you can create Custom Questions by selecting the Custom Data Fields tab when adding a new question into your Enrolment Form. See Custom Data Fields for detail on how to create custom fields to add as questions.

Creating Billing Cycles

To create Billing Cycle for your Enrolment Form, you must set up your Centre's Billing Cycles. To do this, navigate to your Centre Profile and select the Billing tab. You will be able to select the parameters of your centre's Billing Cycles - days of the payment and weekly, fortnightly, monthly etc., as well as select a default Billing Cycle for your centre..

Adding a new Enrolment Form

To add a new Enrolment Form, navigate to Enrolment in the menu, then select Settings from the drop down options. Select the Enrolment Forms tab, and click on the + Add Form button.

Name your enrolment form and select the Centres within your Business you would like to apply this Enrolment Form to. If creating a form for a specific region/group of centres eg. by State, we recommend clearly naming the form so it is easier to identify for larger businesses.

Once you have created the Enrolment Form, you will then be directed to the Enrolment Form DRAFT screen. Here you can customise and edit your Enrolment Form by adding Pages, Sections and Questions. You can also preview your Enrolment Form from this screen.

Preview Form

At any stage of editing the enrolment for, you can press Save, then select Preview to view how the form will look for parents.

After selecting Preview, you can the select the checkbox to preview the form with form validation disabled. This will allow you to move through the pages without needing to enter in any information.

Manage Pages

The Enrolment Forms have required information displayed by default on two Pages - Children and Primary Contacts.

You can add in new pages by selecting Manage Pages.

You can select + Add Page and then you will have some selections available under Page Type, including CWA (Complying Written Agreement), Direct Debit and Customer Defined. You will need to enter a Title for the page you add.

Child

Has system default information as a question, you can add additional questions to this section. When you add a Secondary Contact page, on the Child page you will need to specify the minimum number of required Secondary Contacts and types. These numbers will dictate how many secondary contacts will appear as mandatory fields on the Secondary Contacts page of the Enrolment Form.

Secondary Contact

Has system default information as a question, you can add additional questions to this section. When adding the Custom Data Field you want to add in this section you must add select area - Contact.

CWA

Has system default information as a question, you can add additional questions to this section. When adding the Custom Data Field you want to add in this section you must add select area- Account.

Direct Debit

Has system default information as a question, you can add additional questions to this section. The system default information includes selecting a Billing Cycle and a Payment Type. When adding the Custom Data Field you want to add in this section you must add select area- Account.

Customer Defined

You can completely customise the questions in this section. When adding the Custom Data Field you want to add in this section you must add select area- Account.

Adding a new Section to the Form

Select + Add New Section and add a Section Title

You can then add custom questions under the Section you have created.

Adding a new Question to the Form

You are able to choose to add new questions to your enrolment form under System Fields, Custom Fields and Create Custom Fields. System Fields refers to questions that are already in the system but not yet on your enrolment form, such as the grade of the child. Custom Fields are where you can input your custom questions in to the enrolment form if you have created the custom questions in the Custom Data Fields. If you have not yet created any custom questions, you can create them in the Create Custom Fields tab.

You can now go to the section on the page of the enrolment form that you wish to add a question to and Select + Add New Question. You can then select either System Fields or Custom Fields in the tabs, and select from the questions under each tab.

Under the System Fields tab, there are a list of questions already created within the system. Select any that you wish to appear in that section of the enrolment form, check that the right section is listed in the Add to: box, and select Add Question(s). Any questions that are greyed out in the System Fields questions list will already be included in the Enrolment Form.

Under the Custom Fields tab, the Custom Data Fields that you have created as questions will appear, select any that you wish to appear in that section of the enrolment form, check that the right section is listed in the Add to: box, and select Add Question(s).

If your Custom Question has been archived, you will be able to see this in the Custom Data Fields tab in your Business. You will not be able to bring an Archived Custom Question back. If your Enrolment Form contains an Archived Custom Question, you will be prompted to remove it before you can publish the Enrolment Form.

Now the questions will appear and you can change the question and tick if the question is required or not (ticking required will make the question mandatory and the guardian must complete to be able to progress to the next stage of the enrolment form. You can also use the trash icon to remove questions you no longer want to display.

Conditional Fields

A Conditional Field is a field that is hidden from view by default, and only becomes visible on the Enrolment Form once triggered by a specific answer to a question. As an example, under the question 'Social Media Permission', you can add in a Conditional Field that appears if a checkbox is checked, prompting more information on the Enrolment Form only when necessary.

To add a Conditional Field on your question, select + Add Conditional Question Group at the bottom of the question that you want to add it to.

You will then be able to select the parameters of the answer which then prompts the conditional question to appear. You can also set the conditional question by selecting + Add Question. You will be able to choose your question from both the System Fields and Custom Fields questions lists.

Once your question is saved, you will be able to preview it on your enrolment form and test out the conditional question function. Here you can see that when the Social Media Permission checkbox is checked, the Social Media Platforms question appears.